Executive Assistant

What we need 

Symbotic is seeking an Executive Assistant who will play a critical role in providing administrative support to high-level executives or management teams within an organization. Your primary responsibilities will be 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. 

This role requires you to be on-site at our office in Wilmington, MA.

What you’ll do 

• Provide logistical planning for assigned teams (e.g. travel, expenses, complex calendar management and meeting scheduling, catering, vendor coordination). 

• Provide administrative support including, but not limited to, 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. 

• Prepare meeting agendas and materials, set up all of the logistical details on meeting days. 

• Provide front desk coverage when necessary. 

• Work with travel provider (Deem) to maintain accurate data bases. 

• Participate in ad hoc projects as needed for Senior and Executive Leadership. 

• Other responsibilities as assigned. 

What you’ll need 

• Minimum of 5 years of progressive administrative support experience with a strong emphasis on customer service. 

• Use proper judgment in a fast-paced, rapidly growing Enterprise environment with minimal supervision. 

• Ability to work comfortably with people at all levels of the organization while being flexible and discreet to maintain confidential information. 

• You bring positive energy and are natural at building trusted relationships across the organization with utmost integrity and professionalism. 

• You have an agile mindset, are self-motivated and thrive in an ambiguous, fast-paced environment. 

• You are a self-starter, able to manage time, multi-task, connect dots, understand the big picture and demonstrate a high attention to detail. 

• You work well independently and collaborate successfully cross-functionally to achieve desired business outcomes. 

• You think creatively and calmly when it comes to quick and unplanned changes in schedule or priorities. 

• You communicate effectively (verbal & written) with all levels of Executive/Senior staff and stakeholders. 

Our Environment 

• 100% on-site at our headquarters in Wilmington, MA.

• Up to 10% of travel may be required. Employees must have a valid driver’s license and the ability to drive and/or fly to client and other customer locations. 

• The employee is responsible for owning a credit card and managing expenses personally to be reimbursed on a bi-weekly basis.