We are looking for a highly proactive, tech-forward, and emotionally intelligent Executive Assistant to support multiple C-level executives across IPG Photonics. This role is essential to driving operational excellence by anticipating needs, streamlining workflows, and enabling executive productivity through strategic, high-impact administrative support. The ideal candidate is a resourceful problem-solver, a clear and confident communicator, and a continuous learner who embraces technology to stay ahead in a dynamic, fast-paced environment. Success in this role requires exceptional organizational skills, sound judgment, and the ability to manage competing priorities across departments, stakeholders, and time zones.
Key Responsibilities: Executive Support & Calendar Management - Provide high-level administrative support to multiple C-suite leaders.
- Manage complex calendars, prioritize meetings, and resolve scheduling conflicts across global time zones.
- Coordinate domestic and international travel, logistics, and expense reporting.
Proactive Planning & Anticipation - Anticipate executive needs and prepare materials, data, or context in advance of meetings and decisions.
- Identify potential issues before they arise and offer thoughtful, strategic solutions.
- Maintain a forward-looking view of priorities, deadlines, and deliverables.
Communication & Stakeholder Management - Serve as a liaison between executives and internal/external stakeholders, including board members, partners, and cross-functional teams.
- Draft, edit, and manage executive-level communications with clarity, professionalism, and discretion.
Technology & AI Integration - Leverage AI tools and productivity platforms to streamline workflows, automate routine tasks, and enhance decision-making.
- Stay current with emerging technologies and recommend tools that improve executive and team efficiency.
- Use data tools (e.g., Excel, dashboards, AI assistants) to support reporting, analysis, and presentation development.
Project & Operations Coordination - Track key initiatives, follow up on action items, and ensure timely execution of deliverables.
- Support the preparation of presentations, reports, and briefing materials for internal and external meetings.
- Assist with office operations, vendor coordination, and event logistics as needed.
Culture & Team Engagement - Partner with HR and leadership to support onboarding, team-building events, and company-wide initiatives.
- Help foster a positive, inclusive, and high-performance culture through thoughtful coordination and communication.
Qualifications: - Education: Bachelor's degree required; preferred in Business Administration, Communications, or a related field.
- Experience:
- 8-12+ years of experience supporting senior executives (C-level or equivalent).
- Experience in a global public company, technology, manufacturing or high-growth industrial environment required.
- Technical Proficiency:
- Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Proficiency with collaboration tools (Teams, Zoom, DocuSign, cloud platforms).
- Experience using or implementing AI tools (e.g., scheduling assistants, automation platforms, generative AI) is a strong plus.
Key Attributes: - Proactive & Solutions-Oriented: Anticipates needs, takes initiative, and approaches challenges with creativity, urgency, and a problem-solving mindset.
- Exceptional Communicator: Demonstrates strong written and verbal communication skills; interacts confidently and professionally across all levels.
- Emotionally Intelligent & Discreet: Handles sensitive information with integrity, empathy, and sound judgment.
