Executive Assistant

About Us:

Initiatives are often cross-functional by nature and require interacting and working with a wide range of functional groups, including Sales, Marketing, Customer Service, Supply Chain Management, IT, Operations, Finance & Accounting, HR and the ZEISS Headquarters function in Germany.

Sound Interesting? Here's what you'll do:

Administrative Support:

• Manage the President's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize documents, reports, and presentations for meetings.
• Maintain Org Charts
• Handle correspondence, including emails, phone calls, and mail, ensuring timely responses.
• Prioritize and address inquiries and requests with sound judgement.

Meeting Coordination:

• Organize and coordinate meetings, including logistics, agendas, and follow-up actions.
• Take minutes during meetings and distribute them to relevant parties.
• Prepare briefing materials for the President prior to meetings.

Project Management:

• Independently manage projects from start to finish.
• Monitor project timelines and deliverables, ensuring deadlines are met.

Communication:

• Serve as the primary point of contact for internal and external stakeholders.
• Draft and edit communications on behalf of the President, ensuring clarity and professionalism.

Confidentiality:

• Handle sensitive information with discretion and maintain confidentiality at all times.
• Ensure compliance with organizational policies and procedures.
• Special projects and other duties as assigned.

• Associates degree in Business Administration or related field (or related experience) preferred.
• Prior experience in a similar role:
  • 2-3 Years Related Experience Required
  • 4+ Years Related Experience Preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Exceptional organization skills and attention to detail.
• Highly analytical and proactive in managing calendars and resources.
• Excellent oral and written communication skills.
• Strong project management and task prioritization skills.
• Positive energy with a collaborative, team-player mindset.
• Ability to adapt to changing priorities and work under pressure.
• Occasional Travel may be required

JOB CONDITIONS/COMPLEXITY:

Works on complex problems where analysis of situations or data requires an in-depth evaluation of various factors. Exercises judgment within broadly defined practices and policies in selecting methods, techniques, and evaluation criteria for obtaining results. Will require occasional travel to Zeiss labs and offices. Some administrative support of the President's direct reports may be required.

EQUIPMENT USED:

General office equipment: PC and related software, 10-key calculator, telephone, copier, and fax machine. Software programs: Microsoft Office products.

The pay offered for this role may be influenced by factors such as job location, scope of role, qualifications, education, experience, & complexity/specialization/scarcity of talent.

This position is eligible for a Performance Bonus.

ZEISS also offers robust benefits, including medical plans, retirement savings plan and paid time off.

Your ZEISS Recruiting Team:

Zeiss provides Equal Employment Opportunity without unlawful regard to an Applicants race, color, religion, creed, sex, gender, marital status, age, national origin or ancestry, physical or mental disability, medical condition, military or veteran status, citizen status, sexual orientation, pregnancy (includes childbirth, breastfeeding or related medical condition), genetic predisposition, carrier status, gender expression or identity, including transgender identity, or any other class or characteristic protected by federal, state, or local law of the employee (or the people with whom the employee associates, including relatives and friends).