Executive Assistant Jobs in Springfield, MA (NOW HIRING)

At KARL STORZ, Executive Assistants are trusted partners to senior leaders. In this role, you will provide highlevel executive and administrative support to one or more Executives, enabling them to focus on strategic goals and organizational impact. Success in this position requires strong business acumen, exceptional organization, discretion, and the ability to anticipate needs in a fastpaced, dynamic environment.

You will gain a deep understanding of executive priorities, departmental operations, and company culture while serving as a key connector across teams and stakeholders globally.

As an Executive Assistant, you will:

• Provide comprehensive administrative support to assigned Executive(s), enhancing efficiency and effectiveness
• Manage complex calendars, scheduling logistics, and meeting coordination across multiple time zones
• Arrange and coordinate all aspects of domestic and international travel, including lodging, transportation, and meals
• Prepare and reconcile expense reports and manage purchase orders and invoice processing
• Draft, edit, proofread, and format correspondence, presentations, spreadsheets, and other materials with exceptional accuracy and professionalism
• Handle highly confidential information with discretion, including transcription of sensitive or technical materials
• Provide program and deadline tracking support to ensure executive and department initiatives stay on schedule
• Plan and support meetings (inperson, virtual, and conference calls), including agenda preparation and followup
• Support departmental operations such as ordering supplies, coordinating catering, organizing events, and assisting with travel and expense requests
• Develop and maintain working knowledge of KARL STORZ business activities, workflows, and organizational structure
• Collaborate in the development of departmentspecific policies, processes, programs, and training materials
• Screen and respond to emails and phone inquiries, exercising judgment and prioritization
• Escalate matters of significance appropriately to management
• Provide shortterm backup support to other Executive Assistants as needed
• Partner effectively with internal and external stakeholders at all levels, locally and globally
• Contribute positively to team culture, morale, and continuous improvement
• Perform other related duties as assigned

• 3-6 years of experience supporting a VP or Director level leader
• 6+ years total administrative or executive support experience
• Bachelor's degree or
  • Associate's degree with 6 years of relevant experience or
  • High School diploma with 10 years of relevant experience

• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Ability to quickly learn and adopt new systems and software

• Proven ability to work diplomatically with executives and employees at all levels
• Exceptional organizational, analytical, and problemsolving skills
• Strong program management and multitasking capabilities
• Superior judgment, discretion, professionalism, and attention to detail
• Outstanding written and verbal communication and presentation skills
• Ability to prioritize effectively and meet deadlines with minimal supervision
• Strong team orientation with flexibility and adaptability
• Comfort working with external vendors, senior leaders, and crossfunctional partners
• Accurate typing and command of professional business grammar
• Ability to manage conflict constructively and escalate issues appropriately
• Positive, creative, and engaging contributor to team culture

• Experience supporting Clevel or senior executives in a global organization
• Familiarity with SAP, Concur, or similar expense and purchasing systems
• Experience in program or project coordination
• Background in medical device, healthcare, or highly regulated industries

• Maintain productive working relationships and treat colleagues with respect
• Regular interaction with executive leadership and internal/external partners
• Manual dexterity required for computer and electronic work
• Ability to adapt to changing priorities and fastpaced work situations
• Strong executivelevel communication, problemsolving, and interpersonal skills

At KARL STORZ, we are driven by innovation, collaboration, and a shared commitment to improving patient care worldwide. We value diversity, integrity, and teamwork-and we recognize the critical role Executive Assistants play in our success.

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