Executive Assistant

Symbotic - Wilmington, MA

Full-time - Mid Level

Wilmington, MA

Warehousing and Storage

About the position

Symbotic is seeking an Executive Assistant who will play a critical role in providing administrative support to high-level executives or management teams within the organization. This position is essential for managing schedules, coordinating meetings and appointments, handling correspondence, making travel arrangements, and maintaining organizational systems. As an executive assistant, you will act as a gatekeeper, managing communication and prioritizing tasks to ensure efficiency and effectiveness in the executive's workflow. The role requires strong organizational skills, attention to detail, discretion, and the ability to multitask in a fast-paced environment. In this role, you will provide logistical planning for assigned teams, which includes travel arrangements, expense management, complex calendar management, meeting scheduling, catering, and vendor coordination. You will also be responsible for administrative support tasks such as composing, editing, and sending written and electronic correspondences, memos, forms, presentations, and reports. Collaboration across departments and with other administrative associates is crucial to facilitate interview schedules, team meetings, vendor meetings, and meetings with customers. Additionally, you will process expense reports, prepare meeting agendas and materials, and set up all logistical details on meeting days. Front desk coverage may be required when necessary, and you will work with travel providers to maintain accurate databases. Participation in ad hoc projects for Senior and Executive Leadership will also be part of your responsibilities, along with other tasks as assigned.

Responsibilities

• Provide logistical planning for assigned teams including travel, expenses, complex calendar management, and meeting scheduling.
• Provide administrative support including composing, editing, and sending written and electronic correspondences, memos, forms, presentations, and reports.
• Work across departments and with other administrative associates to facilitate interview schedules, team meetings, outside vendor meetings, and meetings with customers.
• Process expense reports and prepare meeting agendas and materials.
• Set up all logistical details on meeting days and provide front desk coverage when necessary.
• Work with travel provider to maintain accurate databases.
• Participate in ad hoc projects as needed for Senior and Executive Leadership.
• Manage other responsibilities as assigned.

Requirements

• Minimum of 5 years of progressive administrative support experience with a strong emphasis on customer service.
• Ability to use proper judgment in a fast-paced, rapidly growing Enterprise environment with minimal supervision.
• Comfortable working with people at all levels of the organization while being flexible and discreet to maintain confidential information.
• Positive energy and natural ability to build trusted relationships across the organization with integrity and professionalism.
• Agile mindset, self-motivated, and ability to thrive in an ambiguous, fast-paced environment.
• Self-starter with time management skills, able to multi-task and understand the big picture with high attention to detail.
• Ability to work independently and collaborate cross-functionally to achieve desired business outcomes.
• Creative and calm in handling quick and unplanned changes in schedule or priorities.
• Effective communication skills (verbal & written) with all levels of Executive/Senior staff and stakeholders.