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Senior Executive Coordinator

2 months ago

Somerville, Massachusetts, United States Formlabs Full time

In the quest to transform an industry, assembling a premier team is essential. An Executive Assistant at Formlabs plays a pivotal role in supporting our distinguished leaders in the realm of 3D printing. We seek a dynamic professional who can empower multiple members of our executive team to advance our business objectives.

A successful candidate will demonstrate adaptability, resourcefulness, friendliness, collaboration, decisiveness, and self-motivation, with a proven track record of excellence. This position will provide support to three C-Suite Executives, collaborating closely with each to lead their global teams by adopting a comprehensive approach, enhancing efficiencies, and consistently applying sound judgment in decision-making.

This role demands exceptional planning, time management, and organizational capabilities. A keen eye for detail and the ability to meet stringent deadlines while managing various requests is crucial. The ideal candidate will maintain composure under pressure, exhibit a strong work ethic, possess a sense of humor, and exercise excellent judgment when handling highly confidential information. Professionalism in interactions with senior executives is essential. Strong communication skills and the ability to cultivate a positive and enjoyable team atmosphere are imperative, along with the flexibility to adapt to changing circumstances.

The candidate will thrive in a fast-paced environment while maintaining focus on both minute details and overarching goals.

Key Responsibilities:

  • Oversee the calendars of the Chief Revenue Officer, Chief People Officer, and Chief Operating Officer; this involves proactive planning (weeks or months ahead), prioritizing business needs to optimize and protect time, and managing unexpected changes throughout the day.
  • Serve as the professional internal and external representative for executives—both across various business functions and with clients, investors, and candidates. Ensure that Formlabs is consistently portrayed in a polished and professional manner (organized, timely, communicative).
  • Coordinate seamless executive travel. Your stakeholders engage with global teams and undertake international travel throughout the year. These journeys typically involve intricate itineraries—numerous stakeholder meetings, demanding schedules, and various destinations. Prepare for the unexpected to ensure smooth travel experiences.
  • Manage executive credit cards and receipts. Submit all expense reports punctually and in accordance with global purchasing policies. This often entails understanding the intricacies of our business and finance processes to facilitate swift and accurate purchasing.
  • Significantly contribute to internal communications for your executive's departments. Oversee end-to-end communication processes (this often includes technology setup, content planning, day-of execution, email summaries, and live troubleshooting).
  • Project manage and effectively organize leadership-level and department-wide events such as off-sites, kickoffs, and conferences. The scope of events varies based on the number of attendees.
  • Beyond your executives: Continuously seek opportunities to eliminate operational inefficiencies across the organization, enabling more effective workflows (automating email groups, updating knowledge management, identifying tools or resources that enhance G&A operations).
Expected Outcomes:
  • You will be integrated into your executives and their teams. You support them, safeguard priorities and time, while also building relationships across the organization and within your executives' teams (leaders, contributors). You will understand the highest-level business priorities, allowing you to effectively facilitate healthy prioritization and organizational success.
  • Your executives will rely on you for their priorities, needs, and information that they may not share with others (even fellow executives). Over time, you will cultivate a relationship where they view you as a trusted advisor, akin to a business partner, who aids them in becoming their most effective leaders.
  • Operationally, processes will run smoothly. This encompasses everything from initiating an All Hands meeting to submitting receipts for expenses and corporate cards or any purchases. While many tasks require immediate attention, a significant portion of work can be anticipated and planned for to ensure seamless operations.
  • The enhancements and efficiencies you implement within your executives' organizations will benefit your peer Executive Assistants and, when applicable, broader business processes. Your efficiency will inspire those around you to perform better.
  • In the grand scheme: Your executives will be more productive with your behind-the-scenes support.
Qualifications:
  • Demonstrated success in a fast-paced, high-autonomy environment, with limited resources and substantial individual ownership. The ideal candidate has experience as a successful Executive Assistant or Operational Manager in a high-growth, rapidly evolving setting.
  • Prioritization and time management skills are essential. Much of your work may occur simultaneously, and not all requests will be linear or planned. You must navigate dynamic situations while triaging priorities in real-time.
  • A passion for technology, innovation, and entrepreneurship. We seek someone who is genuinely interested in our business and is eager to learn about various functions and business priorities.
  • You are well-connected within the organization and a trusted partner to key external contacts. You are attuned to the company's dynamics and anticipate the support you provide, enhancing your value over time.
  • Uphold our business competencies: comprehend our business model, revenue objectives, and pathway to profitability.
  • You are independent and resourceful. You consistently complete tasks, whether relying on your own ingenuity or leveraging your broader team.
  • Proficient in navigating our technology stack: G-Suite, Slack, Coupa for purchasing, Zoom. You excel in document creation across various formats: Sheets or Excel, Google Slides or PowerPoint.
What We Offer:
  • Competitive salary and commission structure.
  • Opportunity to qualify and close high-potential inbound sales leads.
  • Ownership in an innovative technology company.
  • Extensive, ongoing sales and technical training.
  • Industry-leading products that you can confidently endorse.
  • A fast-paced and meaningful work environment.
  • A unique and stimulating office atmosphere.
  • Comprehensive healthcare benefits (Medical, Dental, Vision).
  • Tenure-based paid Sabbatical Leave (up to 6 weeks).
  • Flexible Out of Office Plan - Take time when needed.
  • Healthy on-site lunches, snacks, beverages, and treats.
  • Numerous optional cultural events across our diverse community.
  • And of course... unlimited 3D prints.
We are an equal opportunity employer and value diversity within our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Even if you don't meet every qualification, but see yourself contributing, we encourage you to apply. Help us foster an inclusive community that will revolutionize the 3D printing landscape.