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Executive Assistant

March 15, 2024

The Executive Assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, making travel arrangements, and organizing daily calendars.

Short Facts

  • Newport News, VA
    Newport News, VA, United States of America
  • Swisslog
  • Customer Service
    Customer Service
  • Permanent Position
    Permanent Position


  • Maintain appointment schedules by planning and scheduling meetings, conferences, teleconferences and travel.
  • Arranges corporate travel and meetings by developing itineraries and agendas; booking transportation; arranging lodging and meeting accommodations.
  • Effectively books and manages travel by proactively notifying/rearranging and communicating overlaps in schedules.
  • Orders and sets up food and/or beverages as requested for meetings.
  • Organizes and maintains file systems. Ensures that administrative procedures are updated as needed and implements process improvements.
  • Acts as a project manager for special projects, at the request of management, which may include: planning and coordinating multiple presentations, disseminating information, and organizing company-wide events.
  • Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
  • Acts as a point of contact between executives and employees, clients, visitors.
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
  • Transcribes and distributes meeting agendas, meeting minutes and follow up tasks as assigned
  • Act as the point of contact between executives and employees / clients
  • Create regular reports and update internal databases
  • Interfaces and partners with clerical staff from within or outside the organization. Coordinates with firms, organizations, and individuals from outside the organization as needed.
  • Check expense reports from VP’s direct reports for completeness and accuracy
  • Prepares VPs expense reports in SAP and get approved from Managing Director
  • Manage conference rooms
  • Prepare, review, and edit PowerPoint Presentations for Senior Leadership.
  • Routine maintenance of copiers and printers. Including ordering supplies, placing services calls, replacing necessary ink cartridges.
  • Assist with new hires to locate and prepare desk, SAP training, train and with setting up Travel Profiles, Book Travel and Expense Reports, etc.
  • Maintain customer confidence and protect operations by keeping information confidential
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
  • Contribute to team effort by accomplishing related tasks as needed

Application Requirements

  • 3+ years of executive administrative assistant experience
  • High level of professionalism
  • Ability to handle and maintain confidential information
  • Ability to effectively manage multiple priori-ties
  • Take Initiative
  • Strong attention to detail
  • Solid organizational skills
  • Proficient with ERPs, Word, Excel, Power-Point, Microsoft Teams, Outlook, etc.
  • Ability to interact with different levels of management and personalities
  • Proven work experience as an Executive Assis-tant, Executive Administrative Assistant or similar role
  • Knowledge of office procedures
  • Familiarity with online calendars
  • Experience using office equipment, including printers and fax machines

Our promise

Swisslog provides you with the possibility to grow while working with us to deliver a game changing mission: to shape the future of intralogistics by introducing an era of robotic and data-driven automated solutions that create exceptional customer value. We are proud of our Swiss roots, while the opportunities we offer stretch across the globe. We don't expect perfection, but we do expect Collaboration, Commitment, Clarity, and Competence (our Core Values) from all our colleagues. In return, we offer you the chance to be part of the driving force behind solutions that are shaping the future, while we develop the leaders that will shape ours.
  • Benefit icon

About Swisslog

Swisslog is shaping the #future of #intralogistics. As part of the KUKA Group, we are at the forefront of technology that is changing the world. Serving some of the biggest and most exciting brands across the globe, we're a team of 2,000 professionals and 50 nationalities, working together to transform intralogistics with smart minds and fresh perspectives. With our flexible, #robotic and #data-driven automated solutions, we are powering the supply chain and taking the industry forward. #JoinOurTeam and bring ideas to life!

Ready to start your Journey?

We are looking forward to hearing from you