Executive Assistant

Role Summary:

The Executive Assistant will provide proactive, high-level administrative and strategic support to the VP, ensuring seamless operations and enabling the VP to focus on leadership, strategic initiatives, and business growth. This role demands exceptional organizational skills, discretion, and industry awareness to navigate the dynamic commercial equipment sector. 

Key Responsibilities:

• Manage the VP’s complex calendar, scheduling meetings, travel, and site visits.
• Prepare agendas, presentations, and reports for leadership meetings, board reviews, and client engagements.
• Screen and prioritize communications (email, phone, mail), acting as a liaison between the VP and internal/external stakeholders.
• Track critical projects (e.g., product launches, supply chain initiatives) and deadlines.
• Coordinate cross-functional teams (Sales, R&D, Production) to ensure alignment with VP priorities.
• Assist in preparing budgets, forecasts, and performance metrics for the VP’s purview.
• Organize logistics for trade shows (e.g., HACE, HostMilano), client demos, and factory tours.
• Maintain technical documentation libraries (product specs, compliance certifications).
• Draft professional correspondence.
• Represent the VP in internal meetings when required; capture and distribute action items.
• Uphold strict confidentiality with sensitive data.
• Maintain digital/physical filing systems for contracts, vendor agreements, and compliance records.
• Anticipate operational needs (e.g., tech setup for hybrid meetings, crisis management support).