Executive Operations Assistant Jobs in Needham, MA

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The Straumann Group is currently seeking an Executive Operations (EOP) to support our NAM Lead Team (LT) members in their business operations, becoming a trusted advisor and proactively implementing solutions that make it easy for the executives to do business. The EOP is the "right-hand" to the executives they support, managing up to assist with prioritization, scoping, and execution, especially across Lead Team Departments. The EOP is responsible for not only administrative tasks (calendar management, travel arrangements, etc.), but also moving the support function forward by challenging and improving legacy processes, eliminating unnecessary complexity, and incorporating AI/process automation solutions wherever they outperform traditional approaches to simplify how we do business and increase the LT's time to execute on strategy.

Responsibilities of the Position:

• Business Partnership Responsibilities
• Continuously challenge current processes to determine better ways to introduce efficiency, cost savings, new technology (such as AI or additional software programs), etc. to increase leadership efficiency.
• Perform special projects as assigned, overseeing initiatives, tracking deadlines, and ensuring flawless execution of tasks.
• Track action items per LT member and assist with accountability, deadline management, and execution.
• Optimize the LT's time by understanding the holistic needs of the business and triaging, prioritizing, and aligning requests to strategy, then help develop actionable plans, ensuring accountability and consistent follow-through.
• Drive cross-functional coordination and track execution against key priorities, including monitoring progress of key performance metrics.
• Create holistic views of allocated time and effort and proactively make recommendations to the LT on where to delegate or what to stop/start/continue to assist the executives in their focus, driving company growth.
• Reinforce the CEO's vision and support enterprise-wide communication.
• Administrative Responsibilities
• Proactively maintain an impeccably organized calendar, adeptly triaging and managing competing priorities and swiftly adapting to shifting demands while exercising sound judgment, ultimately protecting the LT's time.
• Support cultural initiatives, including assistance with thank-you notes, building lunches/connection time with the business into executive schedules, etc.
  • Meeting and event coordination:
    • Take ownership of arranging internal or offsite meetings, including logistics such as booking meeting space, meals, room set-up, transportation, etc. ensuring all stakeholders are well informed.
    • Draft agendas, then develop and compile relevant documents and presentations to ensure meeting success and that deliverables are met.
• Arrange complex and detailed travel; assist Executives from HQ (if requested) through interactions with their EA's. Be available when a LT member is traveling to assist with emergency travel arrangements and complete expense reports on time and in accordance to policy.
• Fulfill additional responsibilities as assigned by management, which may encompass assistance with marketing/event coordination or other tasks that support specific Lead Team Members or their departments.

Minimum Qualifications:

• Bachelor's degree in business or secretarial science, or similar degree; or equivalent work experience. Preference for work experience as Junior-Chief of Staff, Operations Manager, Portfolio Manager, or similar field.
• 5+ years of experience supporting top-level executives in a corporate setting.
• Ability to use the Microsoft Suite to drive efficiency and simplicity for the LT. Comfortable taking the lead learning and implementing new software programs and introducing AI capabilities.
• Must have project management (PM) and PM software experience, as defined by PMI.
• Must have experience implementing change management, risk management, and communications initiatives.

Required Knowledge and Skills:

• Strong organization skills with developed processes, with detail-orientation & focus on accuracy, quality, and timeliness despite handling multiple tasks at once.
• Solutions-oriented, proposing options for leadership discussion when issues and opportunities arise.
• Focus on continuous improvement to increase efficiency/capacity. Creative, proactive, and solution oriented.
• Strong ability to determine priorities and execute on related tasks, but be flexible enough to accommodate the varying needs of the organization and LT.
• Self-motivated, demonstrated by taking on tasks or projects without being asked.
• Ability to effectively work and communicate with people at all levels in the organization and in all departments, supported by superb phone etiquette and excellent written communication skills.
• Strong professional judgment/critical thinking.
• Takes an active role in helping to foster a team-oriented culture.
• Displays eagerness to learn and assumes additional responsibilities as needed to support the organization's goals.

Work Environment and Physical Demands:

• General office environment. No special physical demands required.
• Some travel required, up to 25% of time.

Salary: $78,000-110,000/Annually. The final pay for this position will vary based on geographic location and candidate experience relative to what the company reasonably anticipates for this position.