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Executive Assistant

3 months ago

Waltham, United States The Ladders Full time
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.

The Assistant Controller is responsible for leading Crane NXT's Corporate Accounting team, oversight of global business unit accounting, and the consolidation of Crane NXT's results. The Assistant Controller directly manages a team of four individuals and has significant interaction with our Business Unit finance teams and other corporate department leaders including Legal, Tax, Treasury, FP&A, Investor Relations, and the Corporate External Reporting team.

We are seeking a dynamic, organized, self-starter to be the Executive Assistant to the Chief Human Resources 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 calendar and, email management, facilitating seamless communication between internal and external stakeholders both verbally and written and coordinating travel arrangements. The Executive Assistant must exhibit professionalism, discretion, and the capacity to handle confidential information with sensitivity.

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

Responsibilities and Duties:
  • This position involves strong partnership with the senior executive and managing a complex calendar that includes scheduling meetings and travel, video conferences, off-site and internal events for the SVP and her team
  • 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, editing meeting minutes, creating PowerPoint slides, answering and screening the senior executive's phone calls and directing inquiries to the proper party within the team
    • Making travel arrangements (airline and hotel reservations) and processing expense reports
    • 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 Process materials; packaging and distributing the materials to senior executives
    • Coordinating onboarding plans, including technology, materials, meetings for any new direct reports of the senior executive
    • Creating PowerPoint presentations and assisting with developing and updating Excel spreadsheets and other documents
    • Partner with internal communications to draft, and send communications on behalf of the company executive (s) and coordinate quarterly leadership meetings, all hands meetings and the like.
    • 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 administrative 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 CHRO 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


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*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.