We are seeking a highly experienced and proactive Executive Administrator to support our Chief Executive Officer at a leading industrial laser technology company. This role is a critical partner to the CEO, responsible for managing complex schedules, confidential communications, and high-level administrative operations. The ideal candidate is a strategic thinker with exceptional organizational skills, emotional intelligence, and the ability to work seamlessly across departments, time zones, and with a wide range of stakeholders, including board members, investors, vendors, and internal teams. This position requires a high degree of professionalism, discretion, and the ability to thrive in a fast-paced, environment.
Key Responsibilities - Executive Support & Calendar Management
Manage the CEO's calendar, prioritize meetings and travel, and resolve scheduling conflicts across global time zones.
- Stakeholder & Communication Management
Serve as the primary liaison between the CEO and internal/external stakeholders. Draft and manage executive-level communications with clarity and professionalism.
- Confidential Information Handling
Manage sensitive information and documents with the highest level of discretion and integrity.
- Meeting & Presentation Preparation
Prepare agendas, briefing materials, and PowerPoint presentations for board meetings, investor briefings, and strategic sessions.
- Project & Task Coordination
Track key initiatives and deadlines, follow up with stakeholders, and ensure timely execution of deliverables.
- Travel & Logistics Management
Coordinate complex domestic and international travel, including detailed itineraries and expense reporting.
- Executive Engagement Support
Support the CEO's participation in industry events, investor meetings, and strategic partnerships through logistics and post-event follow-up.
- Office & Vendor Operations
Oversee day-to-day office operations, manage vendor relationships, and ensure a professional and efficient work environment.
- Employee Onboarding & Culture Support
Partner with HR to support onboarding and help coordinate leadership offsites, team-building events, and company-wide meetings.
- Documentation & Record Management
Maintain organized systems for executive files, contracts, and administrative records in compliance with company policies.
Qualifications - Education
Bachelor's degree required; preferred in Business Administration, Communications, or a related field.
- 12+ years of experience supporting senior executives (CEO, President, or C-level)
- Experience in a public company, technology, manufacturing, or high-growth industrial environment strongly preferred
- Proven success in managing executive operations, communications, and office administration
- Advanced proficiency in Microsoft Office Suite, especially:
- Excel (data tracking, reporting, pivot tables)
- PowerPoint (executive presentations, board decks)
- Proficient in Outlook, Teams, Zoom, DocuSign, and cloud-based productivity tools
- Professional Competencies
- Exceptional written and verbal communication skills
- High level of discretion, integrity, and professionalism
- Strong organizational and time management abilities
- Excellent interpersonal skills and emotional intelligence
- Proactive, resourceful, and solutions-oriented with a strong sense of ownership
- Comfortable working with vendors, service providers, and cross-functional teams
- Able to interface confidently with board members, investors, and senior leadership
