Executive Assistant

Formlabs•Somerville, MA

18d•Hybrid

About The Position

Formlabs is building the tools that make it possible for anyone to bring their ideas to life, from cutting-edge products to life-saving medical devices. Our 3D printing technology powers innovation at more than 50,000 industry leaders worldwide, including Apple, Google, Tesla, New Balance, and NASA. Together, we’re helping everyone design, prototype, and manufacture faster than ever before. We’re a team of hands-on builders, engineers, and innovators reinventing how the world makes physical things. If you’re ready to shape the future of fabrication, come build with us. As an Executive Assistant at Formlabs, your impact is all about partnering with senior leadership to deliver on our mission of "enabling anyone to make anything." You do much more than manage calendars; you’re the gatekeeper of our leaders' time and energy, ensuring they can focus on their most critical work, while you handle the complex puzzles of calendars, global travel, and fast-moving priorities. By building deep trust and staying two steps ahead, you run the show from behind the scenes to ensure that everything from department-wide events to critical external meetings to expense processes all run without a hitch. You’re the leader of our leaders, leveraging your extensive experience in executive support to steer the organization through the change and excitement of a hugely formative chapter at Formlabs. This role will require a minimum of 3 days in-office at our Somerville, MA headquarters.

Requirements

Proven success as an executive assistant in a fast-paced, technology-first environment - you know what it’s like to work with an executive and everything that entails
Experience in or strong knowledge of entrepreneurship, the start-up world, and/or the Boston tech scene - we want someone who speaks the language of the business and the market
A track record of building and then leveraging a strong professional network. You know that you can get more done, better and faster, if you know the right people.
Passion for prioritization and time management. A lot of your work can happen all at once, and not all requests are linear or planned. You need to be able navigate dynamic situations while triaging priorities in real time.
Exceptional technical fluency, especially in G-Suite. You are a Google aficionado who knows the ins and outs of Gmail, G-Cal, and leveraging other G-Suite applications to communicate, plan, and execute.

Responsibilities

Transform the EA function at Formlabs by applying your expertise to our current processes to deliver an exceptional level of support to our executives
Act as the internal and external face for executives, both cross-functionally at Formlabs and externally with clients, investors, and candidates. Ensure that Formlabs is always presented in a highly professional light because you’re organized, polished, on-time, and communicative.
Own, continually manage, and improve the landscape of our executives’ calendars, proactively looking forward weeks or months at a time, considering business priorities to help elevate and guard time, and navigating unexpected and real-time changes.
Organize seamless executive travel. Your stakeholders have global teams and international travel throughout the year. These trips typically involve complex itineraries, including multiple stakeholder meetings, very busy schedules, and various stops. Plan for the unexpected so that travel goes as smoothly as possible.
Own executive credit cards and receipts. Submit all expense reports on time, and in line with global purchasing policies. Often this means learning the ins-and-outs of our business and finance processes so that you can move quickly and accurately when purchasing.
Contribute significantly to internal communications for your executive’s departments. Own end-to-end communication streams (this often includes technology set up, content planning, day-of execution, email summaries, and live troubleshooting).
Project manage and effectively organize leadership and department-wide events like offsites, kickoffs, and conferences. Scope of events ranges from 10-500 attendees.
Continuously find ways to reduce operational inefficiencies across the business, so we can work more efficiently (automating email groups, updating knowledge management, identifying a tool or resource that will improve how G&A works).