Executive Assistant

SharkNinja•Needham, MA

12d•$90,000 - $115,000

About The Position

The Executive Assistant is an administrative business partner to the Engineering Team, supporting SVP-level leaders and their VP teams. The role serves as a liaison within and outside the department and company, and as a point of contact for visiting associates from global locations and vendor visits. It manages complex executive calendars and meeting priorities, coordinates executive and cross-functional meetings, and handles special projects from planning through execution. The position also manages expense reports, presentations, announcements, team requests, and Coupa purchase orders; arranges domestic and international travel; coordinates catering and meeting logistics; and assists HR, Facilities, and IT with new-hire requests and seating plans. The Executive Assistant supports office organization, considers time zones for overseas locations, and must be available for after-hours and last-minute requests.

Requirements

Bachelor’s degree or at least 5 years of Executive Assistant work experience.
Self-confident and diplomatic, with the ability to anticipate and handle unexpected situations.
Comfortable with deadline pressure and multiple demands for critical deliverables; willing to interrupt meetings to obtain time-sensitive information or keep executives on track.
Strong attention to detail and accuracy and integrity of data.
Ability to set priorities and manage several tasks in a fast-paced, deadline-driven environment while maintaining a positive attitude.
Highly motivated and self-directed, with excellent verbal and written communication skills.
Excellent interpersonal and organizational skills.
Advanced proficiency in Microsoft Office, specifically PowerPoint, Word, and Excel.
Ability to anticipate, identify, and resolve problems in a timely manner, including at night and on weekends.
Excellent judgment and ability to handle confidential and delicate matters.
Ability to work in a team environment and occasionally work a flexible schedule.

Responsibilities

Serve as a trusted business partner to SVP-level leaders and their VP teams.
Act as a liaison to people inside and outside the department and company.
Support visiting associates from global locations with travel, meetings, catering, product samples, room needs, and related arrangements.
Coordinate vendor visits and assist vendors with meetings, catering, product samples, and room needs.
Manage multiple complex executive calendars, resolve competing priorities, and accommodate urgent scheduling requests.
Collaborate with the Executive Assistant team to schedule executive-priority meetings, product debriefs and reviews, team meetings, and cross-functional project meetings; maintain and rebalance meeting cadence.
Coordinate and execute special projects and assignments.
Review and approve Concur expense reports; prepare or manage presentations, announcements, team requests, and Coupa purchase orders.
Arrange domestic and international travel, including visas, car services, hotels, restaurant reservations, meeting logistics, agendas, and changes or cancellations.
Order lunches through caterers or local vendors and coordinate other meeting details.
Assist HR, Facilities, and IT with new-hire requests and seating plans.
Assist with office organization.
Account for overseas locations' working hours when planning and coordinating requests.
Be available after hours and for last-minute requests.