Senior Executive Assistant

Senior Executive Assistant

Dematic is seeking a highly motivated and experienced Senior Executive Assistant to provide strategic and operational support to our EVP & CFO, Chief Legal Officer, and C-suite leadership team. This role functions as a critical partner in driving executive effectiveness through expert-level administrative management, project coordination, and strategic prioritization. The ideal candidate is a proactive problem solver, trusted advisor, and consummate professional with a service-oriented approach.

Tasks and Qualifications :

• Gatekeeping & Prioritization : Serve as the first point of contact for executive inquiries. Screen calls, emails, and visitors to ensure focused use of executive time.
• Thought Partnership : Act as a trusted advisor to the CFO and leadership team in the execution of key initiatives and communication strategy.
• Project Management : Lead or support strategic projects from inception to delivery. Track progress on goals, manage timelines, coordinate with stakeholders, and ensure deliverables are met.
• Briefing & Decision Support : Compile data and research, prepare decision-ready reports, and support critical analysis to facilitate executive decision-making.
• Data Entry and Record Keeping : Maintain accurate records, databases, and contact lists, ensuring data integrity and accessibility.
• Calendar & Meeting Management : Oversee complex calendars and schedules, resolving conflicts and anticipating needs, including global travel and executive-level meetings. Ensure calendar blocks for strategic preparation, especially for board meetings and leadership reviews.
• Travel Planning : Arrange detailed international and domestic itineraries including flights, accommodations, transportation, and visa requirements. Provide contingency planning and ensure no disruption to critical responsibilities.
• Correspondence & Documentation : Draft, proof, and send professional communications. Maintain highly organized digital and physical files for contracts, reports, and confidential materials.
• Meeting Preparation : Prepare and distribute agendas, presentation decks, and briefing documents; attend meetings as needed to capture minutes and track action items.
• Expense & Office Management : Manage executive expense reporting and support office operations, including coordination with IT, HR, and facility teams as needed.
• Workflow Optimization : Identify inefficiencies across administrative and operational workflows. Implement improved tools, processes, or automation solutions (e.g., Microsoft 365, AI-based scheduling tools).
• Technology Utilization : Leverage productivity and collaboration tools (Teams, Zoom, PowerPoint, Excel, SharePoint) and explore emerging tech solutions to increase efficiency across the admin function.
• Cross-functional Coordination : Liaise across Finance, Legal, HR, and IT to ensure alignment, resolve blockers, and drive smooth operations.
• Internal Communication : Ensure clarity and consistency in executive communication within the organization.
• Event Coordination : Plan and execute leadership offsites, internal meetings, board meetings, and company events.
• New Hire Onboarding : Partner with HR to onboard new leaders or admin staff, ensuring a seamless transition and setup.
• Mentorship & Collaboration : Support and mentor junior administrative staff, encouraging collaboration and shared success.
• Sensitive Information Management : Handle all confidential and sensitive information with the highest level of discretion and security.
• Policy Adherence : Ensure administrative processes align with organizational policies and regulatory requirements.

What We're Looking For :