Executive Assistant (Hybrid Role)

Talent ResponsibilitiesThe Executive Assistant role is a highly visible onsite position responsible for enabling seamless executive coordination, office operations, and internal engagement across the organization. This role partners closely with the Senior Leadership Team (SLT) to ensure alignment of priorities, support key initiatives, and maintain a collaborative, professional office environment.Given regular exposure to sensitive business information, leadership discussion, and employee matters, this position requires the highest level of discretion, professionalism, and confidentiality at all times. The role serves as a trusted point of coordination, supporting leadership effectiveness while safeguarding confidential information.This position reflects an evolution from traditional front-desk coverage toward proactive executive enablement and cross-functional coordination.Executive Coordination & SLT SupportProvide proactive administrative and coordination support to SLT activities and site initiatives. Assist with planning leadership meetings, workshops, and planning sessions. Manage multiple schedules, meetings and travel itineraries, process expense reports and coordinate details of event planning and logistics such as A/V conferencing set-up, conference rooms, presentation and materials preparation including filing, documenting and preparing reports, organizational charts and letters. Audit and process expense reports, reconcile and track of monthly statements and expenditures. Available to respond (email, calls, text) outside of standard business hours mainly during executive travel. Office Operations & CoordinationServe as a visible and engaged presence supporting daily office operations. Coordinate onsite logistics, including meeting spaces, meals and visitor experiences. Maintain organization of shared office resources including conference rooms and support a professional workplace environment. Point of contact for all internal and external customersMaintain supplies, equipment, and invoicesCoordinate with IT department on all office equipment requests for employee setup and changesAct as a central point of coordination for internal office needs. Manage relationships with vendors, service providers and building managementEvent Planning & ExecutionCoordinate internal events, leadership sessions, town halls, and employee activities end-to-end. Partner with HR and Operations to ensure smooth planning, setup, execution, and close-out. Manage logistics including vendors, materials, and onsite coordination. Administrative & Operational SupportSupport administrative workflows such as expense coordination, documentation, and internal communications as needed. Identify opportunities to improve administrative processes and efficiency. Handle sensitive information with professionalism and discretion. Talent Profile3-5 years executive senior level administrative support experience requiredBachelor's Degree preferred, or equivalent combination of education, training, and experienceStrong computer skills: Microsoft Suite (Word, PowerPoint, Excel, Outlook, Teams)Notary public, preferred but not requiredHybrid (4 days on-site / 1 day remote); high visibility role with regular cross-level interaction. High visibility position supporting Leadership HR and site-wide initiatives. 3+ years of experience in office coordination, executive support, or administrative operationsExperience supporting leadership teams, event planning or high-visibility initiatives preferred. Strong organizational and multitasking skills in a fast-paced environment. Excellent communication (written and oral) and interpersonal skillsHigh level of confidentiality, accountability, professionalism, and adaptability. Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer serviceAbility to work independently and carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practicesWhy HUBER+SUHNER?Stability and a valued corporate culture make HUBER+SUHNER a great place to work! We are committed to balancing work and family life for all generations of employees throughout their career and life journey. Our company, employees and leaders are committed to cultivating and preserving a culture of inclusion and connectedness.HUBER+SUHNER is proud to be an Equal Opportunity Employer and remains committed to treating all employees and applicants for employment with respect and dignity and maintaining a workplace that is free from unlawful discrimination. All applicants will be considered for employment without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender (including pregnancy, childbirth, breastfeeding or other related medical conditions), gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, characteristic or membership in any other group protected by federal, state or local laws. HUBER+SUHNER maintains a drug-free workplace and performs background checks, where permitted by law.Please be aware some positions require access to government-restricted files. Due to these restrictions, U.S. citizenship may be required. HUBER+SUHNER is an E-Verify Employer.We can't wait to hear from you! Apply nowYou will hear back from us as soon as possible. For further information please contact:H+S Astrolab (US)Dina Silvadina.silva@hubersuhner.com