Executive Assistant

Responsibilities

• Process and track all types of travel expense claims in accordance with company requirements.
• Cook up travel arrangements, including flights, ground transportation, meeting logistics, and accommodations.
• Coordinate VIP customer events by coordinating flights, transportation, accommodations, entertainment, and agendas.
• Coordinate shareholder-related activities, including jet and commercial flight arrangements, transportation, accommodations, and other event or travel needs.
• Plan meetings and visits for guests and visitors, including meeting rooms, hospitality, site logistics, local transportation, and factory tours.
• Maintain organized archives for contracts, agreements, delegation of authority documents, and related records.
• Arrange business-class travel bookings for all MD divisions and support customer flight bookings and travel management activities as assigned.

Administrative & Financial Support

• Aid in the preparation and tracking of cost summaries and expenditures.
• Prepare reports, schedules, and summaries for leadership review.
• Use Microsoft Office applications and AI-enabled productivity tools to support communication, scheduling, reporting, document preparation, and administrative efficiency.

Business Support and Analysis

• Research business topics, validate data, and present findings to support leadership decision-making.
• Apply critical thinking across a range of sales and service topics, adjusting quickly to shifting priorities and business needs.
• Compile, organize, and maintain business data, reports, and reference materials to support ongoing projects and operational needs.
• Aid in preparing presentations, briefing materials, and summaries for leadership meetings, business reviews, and special projects.

Qualifications

• Level I: Associate’s degree required; bachelor’s degree preferred in business, finance, IT administration, or a related field. Requires 0-2 years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.
• Level II: Associate’s degree required; bachelor’s degree preferred in business administration, finance, IT administration, or a related field. Requires 2-4 years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.
• Level III: Associate’s degree required; bachelor’s degree preferred in business administration, finance, IT administration, or a related field. Requires 4-7 years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.
• Level IV: Associate’s degree required; bachelor’s degree preferred in business administration, finance, IT administration, or a related field. Requires 7+ years of experience in administrative, coordination, or shared services support roles. Experience supporting multi-location operations is preferred. Advanced proficiency in Microsoft Office Suite and the ability to use AI tools effectively to enhance productivity and administrative support are also preferred.

Additional Requirements

• German language proficiency is a plus, but not required.
• Travel domestically and internationally up to 5% of the time.
• Ability to obtain and maintain a valid driver license.

Pay Range

$68,000.00 - $82,000.00

Benefits

• Comprehensive benefits package that includes major medical, dental and vision insurance, 401K plan with company match, paid vacation and personal days and competitive salary.

About the Role

This role works closely with the Managing Director to coordinate travel and events, maintain critical records and archives, track documents and expenses, organize data, prepare routine and complex reports and presentations, and use Microsoft Office and AI-enabled productivity tools to improve communication, organization, reporting, and administrative efficiency.