Executive Assistant

Role Description

The Executive Assistant provides administrative support to the EVP of Product Development

This is an In Office role in Needham, MA

Key Responsibilities

Be a trusted business partner to your executive and their respective global teams. Departments include PD, CORE, Quality & Manufacturing, Consumer Insights, Testing, Program Management, and Safety & Compliance. 

Manage multiple, complex and hectic day to day calendars with competing priorities ensuring the executives time and focus is on critical product and strategic matters.  Be flexible as we are asked to handle urgent scheduling requests for the business almost daily. 

Act as a main point of contact on SharkNinja processes including the PMO centralized calendar, expense management process, travel visas process, contract approval workflow, purchase order creation, invoice payment management, contractor and vendor set-up, new hire assimilation, office entry process etc.

Heavy conference room reservations, managing conflicts to accommodate priority meetings, set up and tear down.

Display strong meeting management skill, practice meticulous detail and be able to meet rigid specifications when scheduling. Examples range from global town halls in varying time zones, department team meetings of all sizes, annual summer off-sites and events, client and vendor meetings, factory and supplier meetings. Arrange catering with attention to dietary needs. Arrange baby showers, wedding gifts, social team gatherings as needed.

Manage the gift card incentive program. Draft and send product testing emails to the Needham office to solicit testers. Track deliverables and deliver rewards to associates and/or consumers upon completion.

Collaborate closely with the Executive Assistant team to synchronize and schedule executive-level priority meetings, product executive debriefs and reviews, team and cross-functional project meetings. Maintain and re-balance cadence of all meetings.

Provide ancillary support to the Executive Assistant team and other corporate functions in the office as necessary.

Provide professional representation for the office, exercising judgment and discretion with regard to confidential issues and materials when responding to electronic, and in-person inquiries, addressing issues independently or making referrals, as appropriate.

Recognize the importance of accuracy when planning and arranging domestic and international travel. This includes travel visas, car service arrangements, hotel accommodations, meal/restaurant reservations, meeting logistics/agenda preparations as well as working with our global team to make any arrangements needed when they arrive.  Execute changes along the way ie: flight changes, cancelations etc. 

Expedite new hire requests and seating plans in orchestration with the hiring manager, HR, Facilities and IT. Manage onboarding process for VPs.

Act as point of contact for any visiting associates from our global locations. Assist with travel, meeting arrangement, catering, product samples, etc.

Assist Facilities with seating plans, office management, and projects as needed

Assist HRBP and Talent Development with projects as needed

Create and maintain department distribution lists. 

Frequently asked to order, pick up and deliver lunch to the executives, again paying particular attention to dietary restrictions

Manage projects from planning, communication, execution, and follow up.

Personal assistance as needed.

Qualifications

Basic Qualifications

•  Bachelor’s Degree
•  5+ years of experience supporting administrative functions at the executive level

Preferred Qualifications

• The ability to thrive in a fast paced and dynamic environment.

• Be cognizant of hours for our overseas locations with regards to planning/coordination/requests

• Effectively handle information overload.

• Comfortable being a shared resource for a team and across multiple organizations.

• Graceful under pressure on a daily basis. 

• Must be self-confident, diplomatic, and able to anticipate/handle unexpected situations particularly early morning.

• Comfortable with deadline pressures and managing multiple demands for critical deliverables. 

• Not afraid to interrupt meetings to get time sensitive information or keep Executives on track.

• Able to execute with little direction. Be resourceful.

• Accessible to respond to requests outside of normal business hours, including nights, weekends and other while being aware of the global times zones we do business in.

• Comfortable making decisions and the ability to act and respond quickly. 

• Understand change management and the ability to adapt to it positively as well as make it happen.

• Ability to understand/read political undertones.

• High level of discretion and judgment when handling extremely confidential information. ie: proprietary information, new product information, data for annual salary and bonus awards.

• Team player with exceptional can-do attitude. Express a willingness to assist others.

• Dependability, dedication, resourcefulness, pro-activeness.

• Demonstrate strong technical skills. Excellent working knowledge of Microsoft Word, PowerPoint, Excel, Outlook and Teams.

• Effectively communicate using best judgment, business maturity, tact and subtlety when dealing with managers, peers, clients as we are called upon to pass on important information.

• Exceptional ability to build and maintain relationships with all levels through a positive, results oriented work environment and supportive culture.