Executive Assistant
Brooks Automation US LLC

Overview

We are seeking an exceptional Executive Assistant with a dynamic skill set to provide administrative support to our Chief People Officer (CPO) and the Human Resources (HR) function. This key role demands a highly organized, proactive, and dedicated individual who thrives in a fast-paced environment. As a member of our HR leadership team, you will help to ensure operational excellence within the department, provide a welcoming face to the function and, and manage sensitive information with absolute discretion.

What You Will Do:

• Calendar Management: Coordinate and manage the complex calendars of the CPO, including scheduling appointments, meetings, conference calls, and travel arrangements. Anticipate and resolve scheduling conflicts while ensuring their availability for key priorities.
• Effective Communication Facilitation: Act as the primary liaison for the CPO, exhibiting professionalism and warmth in all interactions. Enhance the flow of communication between the CPO, executives, teams, and external partners by crafting, revising, and proofreading a variety of business documents.
• Travel Arrangements and expense management: Handle all aspects of travel planning, including booking flights, accommodations, ground transportation, and preparing itineraries. Ensure all travel arrangements align with the executives' preferences and priorities. Also making sure all expense are submitted and paid in a timely manner,
• Meeting Coordination: Prepare meeting agendas, collect and distribute relevant materials, and organize logistics for executive-level meetings and events. Take detailed meeting minutes when necessary and follow up on action items.
• Confidentiality Management: Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Document Management: Organize and maintain digital and physical records, files, and documentation related to the CPO activities.
• Task Prioritization: Analyze incoming requests and prioritize tasks, ensuring deadlines are met and important matters are addressed promptly.
• Project Leadership: Take charge of special projects, from conception to execution, requiring analytical and independent research. Engage in initiatives like site engagement and scholarship programs to enrich our corporate culture.
• Invoice and Payment Oversight: Manage HR-related financial transactions, ensuring timely payment and record-keeping for the Centers of Excellence and the US Business partner team.
• Cross-Functional Collaboration: Work closely with other departments to foster a cohesive operational flow and provide support to other executive assistants as necessary.
• Gatekeeping: Serve as the first point of contact for the CPO, screening calls and inquiries, and redirecting them to the appropriate parties as needed.

What You Will Bring:

• Excellent Communication: Exceptional written and verbal communication skills, with the ability to interact confidently and professionally with individuals at all levels.
• Organizational Skills: Strong organizational and time-management abilities, capable of handling multiple tasks simultaneously and meeting tight deadlines.
• Adaptability: Demonstrated ability to thrive in a fast-paced, dynamic environment, adapting to changing priorities and taking initiative when needed.
• Problem-Solving: Proactive problem-solving skills with the ability to identify issues and propose effective solutions independently.
• Tech Savvy: Proficiency in using office software and tools, including Microsoft Office suite, calendar management applications, and document-sharing platforms.
• Discretion: Impeccable integrity and confidentiality in dealing with sensitive and confidential information.
• Team Player: A collaborative and cooperative attitude, capable of working effectively with diverse teams.

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