Executive Assistant

Straumann • Andover, MA

15d • $78,000 - $110,000

About The Position

The Straumann Group is currently seeking an Executive Assistant to support our NAM Commercial Lead Team (LT) members in their business operations, proactively implementing solutions that make it easy for the executives to do business. The Executive Assistant will oversee calendar management, travel arrangements, expense processing, field visit organization, and more. They will act as a communication liaison between the organization, both domestically and internationally, key opinion leaders, and customers via phone, email, and occasional face-to-face meetings, requiring handling confidential information with the utmost discretion and fostering strong professional relationships. This role will manage local or national meeting logistics, such as presentation preparation, catering, and venue/vendor coordination. The Executive Assistant will also be responsible for additional ad-hoc projects that help drive organizational strategy, efficiency, and/or cost savings. The position will report to the Director, Project Management Office.

Requirements

• Associate degree in business or secretarial science (two-year program); bachelor's degree in business or liberal arts desirable; or equivalent work experience.
• 3+ years of experience supporting top-level executives in a corporate setting.
• Ability to use the Microsoft Suite to drive efficiency and simplicity for the LT. Comfortable learning new software programs.
• Some knowledge of, or aptitude for, project management basics supported by PM software.
• Strong organization skills with developed processes, with detail-orientation & focus on accuracy, quality, and timeliness despite handling multiple tasks at once.
• Focus on continuous improvement to increase efficiency/capacity. Creative, proactive, and solution oriented.
• Strong ability to determine priorities and execute on related tasks, but be flexible enough to accommodate the varying needs of the organization and LT.
• Self-motivated, demonstrated by taking on tasks or projects without being asked.
• Ability to effectively work and communicate with people at all levels in the organization and in all departments, supported by superb phone etiquette and excellent written communication skills.
• Strong professional judgment/critical thinking.
• Takes an active role in helping to foster a team-oriented culture.
• Displays eagerness to learn and assumes additional responsibilities as needed to support the organization’s goals.

Responsibilities

• Proactively maintain an impeccably organized calendar, adeptly managing competing priorities and swiftly adapting to shifting demands while exercising sound judgment.
• Triage requests (in-person, via email, or telephone), prioritize meeting needs, and protect the executive’s time, responding independently when possible.
• Support cultural initiatives, including assistance with thank-you notes, building lunches/connection time with the business into executive schedules, etc.
• Help track, document, and streamline workflows and follow-up processes to increase leadership efficiency.
• Take ownership of arranging internal or offsite meetings, including logistics such as booking meeting space, meals, room set-up, transportation, etc. ensuring all stakeholders are well informed.
• Draft agendas and develop and compile relevant documents and presentations to ensure meeting success and that deliverables are met.
• Attend meetings, meticulously record and organize notes, and ensure follow-up action items are addressed.
• Arrange complex and detailed travel; assist Executives from HQ (if requested) through interactions with their EA’s. Be available when a LT member is traveling to assist with emergency travel arrangements.
• Prepare expense reports and reconcile JP Morgan billing in accordance to T&E policy.
• Support the maintenance of both physical and digital office filing systems, contributing to a streamlined and efficient workflow, including the use and continual improvement of SharePoint systems.
• Assist in procurement responsibilities, such as purchase order placement or contract management.
• Take ownership of stocking office supplies and executive refreshments.
• Perform special projects as assigned, overseeing initiatives, tracking deadlines, and ensuring flawless execution of tasks.
• Work collaboratively with other Executive Assistants as needed.
• Fulfill additional responsibilities as assigned by management, which may encompass assistance with marketing/event coordination or other tasks that support specific Lead Team Members or their departments.
• Continuously challenge current processes to determine better ways to introduce efficiency, cost savings, new technology (such as AI or additional software programs), etc. to simplify the Lead Team’s lives.

Benefits

• Very Competitive total compensation plans (some positions include discretionary bonus, or Performance Share Units).
• A 401(K) plan to help you plan for your future with an employer match
• Great health, dental and vision insurance packages to fit your needs to ensure you’re happy and healthy. Straumann contributes a healthy portion towards employees’ premium.
• Generous PTO allowance - plenty of time to recharge those batteries!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree