Job Description

Executive Administrator to CEO at IPG Photonics summary:

An Executive Administrator to the CEO provides high-level administrative support, managing complex schedules, communications, and confidential information for a leading industrial laser technology company. This role facilitates coordination across global stakeholders, prepares executive presentations, oversees travel logistics, and supports office operations and employee engagement. The position requires extensive experience, discretion, strong organizational skills, and proficiency in advanced productivity tools to ensure efficient executive and company-wide functioning.

We are seeking a highly experienced and proactive Executive Administrator to support our Chief Executive Officer at a leading industrial laser technology company. This role is a critical partner to the CEO, responsible for managing complex schedules, confidential communications, and high-level administrative operations. The ideal candidate is a strategic thinker with exceptional organizational skills, emotional intelligence, and the ability to work seamlessly across departments, time zones, and with a wide range of stakeholders, including board members, investors, vendors, and internal teams. This position requires a high degree of professionalism, discretion, and the ability to thrive in a fast-paced, environment.
Key Responsibilities

• Executive Support & Calendar Management
  Manage the CEO's calendar, prioritize meetings and travel, and resolve scheduling conflicts across global time zones.

• Stakeholder & Communication Management
  Serve as the primary liaison between the CEO and internal/external stakeholders. Draft and manage executive-level communications with clarity and professionalism.

• Confidential Information Handling
  Manage sensitive information and documents with the highest level of discretion and integrity.

• Meeting & Presentation Preparation
  Prepare agendas, briefing materials, and PowerPoint presentations for board meetings, investor briefings, and strategic sessions.

• Project & Task Coordination
  Track key initiatives and deadlines, follow up with stakeholders, and ensure timely execution of deliverables.

• Travel & Logistics Management
  Coordinate complex domestic and international travel, including detailed itineraries and expense reporting.

• Executive Engagement Support
  Support the CEO's participation in industry events, investor meetings, and strategic partnerships through logistics and post-event follow-up.

• Office & Vendor Operations
  Oversee day-to-day office operations, manage vendor relationships, and ensure a professional and efficient work environment.

• Employee Onboarding & Culture Support
  Partner with HR to support onboarding and help coordinate leadership offsites, team-building events, and company-wide meetings.

• Documentation & Record Management
  Maintain organized systems for executive files, contracts, and administrative records in compliance with company policies.

Qualifications

• Education
  Bachelor's degree required; preferred in Business Administration, Communications, or a related field.

• Experience

• 12+ years of experience supporting senior executives (CEO, President, or C-level)

• Experience in a public company, technology, manufacturing, or high-growth industrial environment strongly preferred

• Proven success in managing executive operations, communications, and office administration

• Technical Skills

• Advanced proficiency in Microsoft Office Suite, especially:

• Excel (data tracking, reporting, pivot tables)

• PowerPoint (executive presentations, board decks)

• Proficient in Outlook, Teams, Zoom, DocuSign, and cloud-based productivity tools

• Professional Competencies

• Exceptional written and verbal communication skills

• High level of discretion, integrity, and professionalism

• Strong organizational and time management abilities

• Excellent interpersonal skills and emotional intelligence

• Proactive, resourceful, and solutions-oriented with a strong sense of ownership

• Comfortable working with vendors, service providers, and cross-functional teams

• Able to interface confidently with board members, investors, and senior leadership

Keywords:

executive support, calendar management, confidential communications, stakeholder liaison, travel coordination, project coordination, office administration, vendor management, board presentations, executive onboarding

Job Tags

Contract work, Work at office,

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