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Administrative Jobs in Waltham, MA

Executive Assistant, Human Resources

Crane NXT

Waltham, MA

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JOB DETAILS
SKILLS
Administrative Procedures, Administrative Skills, Authentication, Board Meeting, Calendar Management, Catering Services, Communication Skills, Conference Management, Corporate Communications, Customer Support/Service, Detail Oriented, Email Management/Administration, Establish Priorities, Executive Assistant Skills , Expense Reports, Financial Reporting, Human Resources, Integrated Circuits (ICs), Intellectual Property (IP), Interpersonal Skills, Leadership, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft SharePoint, Microsoft Word, Multitasking, Onboarding, Optics, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Printing, Problem Solving Skills, Proofreading, Team Player, Time Management, Travel Planning, Visa Applications, Willing to Travel, Writing Skills
LOCATION
Waltham, MA
POSTED
1 day ago
About Us

Crane NXT is a premier industrial technology company that provides proprietary and trusted technology solutions to secure, detect, and authenticate what matters most to its customers. The company pioneered advanced, proprietary micro-optics technology for securing physical products. It's sophisticated electronic equipment and associated software leverage proprietary core capabilities with detection and sensing technologies.

Position Overview:

We are seeking a dynamic, organized, self-starter to be the Executive Assistant to theChief People Officer. The ideal candidate will possess exceptional organizational skills, impeccable attention to detail, and the ability to thrive in a fast-paced environment. This role requires a proactive individual capable of complex, global calendar and email management and coordinating travel arrangements. The executive assistant must exhibit professionalism, discretion, and the capacity to handle confidential information with sensitivity.

Based in Waltham, this role partners closely with the other executive assistants in the office and across the organization. This position offers an exciting opportunity to contribute to the effectiveness, efficiency, and success of the Human Resources organization.

Responsibilities and Duties:

This position involves a strong partnership with the senior executive and onsite executive assistants.
  • Administrative support duties will include, but are not limited to, the following:
    • Serving as a first point of contact for the senior executive and developing systems to prioritize the executive's time and activities
    • Providing appropriate materials to prepare the senior executive in advance of upcoming meetings
    • Drafting correspondence and memoranda, answering and screening the senior executive's phone calls, and directing inquiries to the proper party within the team
    • Making travel arrangements (domestic and international), management of necessary travel visa application process and processing expense reports using Concur
    • Assembling and proofreading presentation materials for the Compensation Committee of the Board of Directors meetings (prior experience with Diligent board portal a plus)
    • Coordinating timelines with business leaders to ensure on-time delivery of IC (Intellectual Capital) Process materials; packaging and distributing the materials to senior executives using Teams/SharePoint
    • Coordinating onboarding plans, including technology, materials, and meetings for any newly hired direct reports of the senior executive
    • Creating PowerPoint presentations and assisting with developing and updating Excel spreadsheets and other documents
    • Partner with communications team to draft and send communications on behalf of the company executive(s) as well as post to the internal corporate communications SharePoint site
    • Partner with communications team, senior executive(s) and EA to the CEO for the Quarterly Leadership Forum and All Hands meetings
    • Preparing event and meeting materials including assisting with the creation of presentations, handouts, and other related materials, as well as printing and collating of materials for the Human Resources team, the Senior Leadership team, and the Board of Directors
    • Establishing and maintaining effective cooperative professional business relationships with all levels of management, employees, and outside clients
    • Acting as a proactive creative problem solver, liaison, and facilitator in managing support responsibilities
    • Acting as a lead on the facilitation and coordination of communications and administrative procedures across the Human Resources team globally
    • Coordinating conference/meeting room set up, ordering catering, and making logistical arrangements
    • Providing back up assistance to other executive support team members as needed
    • Assisting with preparations for the annual off-site orientation meeting; lead for the administrative stream related to invitations, materials, hotel bookings, ground transportation, and other related requirements
    • Creating ad hoc reports that support requests from the senior executives
Basic Qualifications:
  • Must have experience in supporting a senior executive in a fast-paced and demanding corporate work environment
Preferred Qualifications:
  • Bachelor's Degree and 5 to 7 years of relevant professional experience supporting a C-level executive in a global company, preferably with the Chief People Officer or CHRO of a public company
  • Experience interacting or supporting Board members of a public company
  • Ability to be comfortable with ambiguity and capable of making appropriate decisions independently
  • Demonstrated professionalism, discretion, and experience in working with highly confidential information
  • Can-do attitude: must be proactive and solution oriented, continuously looking for ways to add value and assist the team
  • Exceptional attention to detail
  • Demonstrated ability to multi-task, respond to needs quickly and efficiently, and prioritize work
  • Must be a self-starter and able to work with little or no supervision
  • Ability to effectively communicate and collaborate with a diverse range of people and job functions
  • Exercise excellent judgment in setting priorities and interacting with internal and external contacts
  • Demonstrated ability to anticipate the needs of the senior executive and the team and proactively provide necessary support
  • Ability to work well under pressure and respond to tight deadlines
  • Excellent interpersonal, verbal, and written communication skills
  • Strong focus on customer service, team player mentality, and ability to work collaboratively with others
  • Expert capabilities on all Microsoft products including PowerPoint, Excel, Word, Outlook, and Teams with prior experience with Diligent and Concur a plus


#LI-hybrid #LI-CM1

*Crane NXT is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, or national origin or any other characteristic protected under applicable federal, state, or local law.

About the Company

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Crane NXT

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