Executive Assistant

Brooks is a leading provider of automation solutions with over 40 years of experience in the semiconductor industry, offering precision robotics, integrated automation systems, and contamination control solutions that empower chip manufacturers worldwide. Our product portfolio includes a range of automation solutions, including robots, vacuum systems, and atmospheric robots for semiconductor manufacturing (www.brooks.com).  

Are you looking for a place where you can be part of a transformation? Join us at Brooks Automation and be a part of a dynamic organization that is shaping the future of technology.

We are seeking an experienced Executive Assistant to provide high‑level administrative support to our Chief Financial Officer (CFO), Chief Business Transformation Officer (CBTO) and VP Global Customer Experience & Communications. This role requires a highly organized, proactive, and adaptable professional who thrives in a fast-paced environment. As part of our executive assistant team, you will ensure operational excellence, serve as a welcoming point of contact, and manage confidential information with the utmost discretion.

What You Will Do

Calendar Management

• Manage complex calendars for the leaders, including scheduling meetings, appointments, and conference calls.

• Proactively anticipate needs, resolve conflicts, and align priorities.

Travel & Expense Coordination

• Plan domestic and international travel, including flights, hotels, ground transportation, visas, and itineraries.

• Ensure timely and accurate expense submission and reconciliation.

Communication Support

• Serve as the primary liaison for both executives, handling incoming inquiries, triaging requests, and directing communications to the appropriate stakeholders.

• Draft, edit, and proofread business correspondence and materials.

Investor Relations

• Prepare agendas, compile materials, and manage logistics for executive-level meetings.

• Managing investor/lien holder database Scheduling investor calls/meetings and quarterly reporting emails Take meeting minutes when needed and manage follow-up actions.

Customer Experience & Communications

• Lead the refresh and ongoing maintenance of the Global Corporate Communications intranet site.

• Support teams with new vendor requests, purchase order submissions, and invoice processing.

• Assist with trade show planning and logistics, including registrations and licensing needs.

• Coordinate shipment of marketing materials to Brooks locations worldwide.

• Manage office supply ordering to ensure teams have the resources they need.

Confidentiality Management

• Handle sensitive information with the highest level of discretion and professionalism. Maintain organized digital and physical files related to CFO and CBTO activities.

Prioritization & Task Management

• Assess incoming requests and proactively manage deadlines, timelines, and priorities.

Project Ownership

• Lead special projects from planning through execution, including research and cross-functional work.

• Support broader organizational initiatives such as site engagement activities and scholarship programs.

Invoice & Payment Oversight

• Manage financial transaction processes and ensure timely, accurate processing of invoices and payments related to supported functions.

Cross-Functional Collaboration

• Partner with internal stakeholders and support fellow executive assistants to maintain cohesive operations.

Minimum Job Requirements

• 5+ years supporting senior executives, with a strong preference for experience supporting executives at a publicly traded company.

• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools like Teams, SharePoint, and OneDrive.

• Experience managing complex calendars across multiple time zones.

• Proven ability to coordinate domestic and international travel, including itineraries and expenses.

• Excellent written and verbal communication skills.

• Notary public is highly desired.

• Strong organizational and time‑management abilities with success in fast‑paced environments.

• High level of discretion when handling confidential information.

• Strong interpersonal skills and ability to build effective working relationships.

Compensation

Factors which may affect starting pay within this range may include geography/market, skills, education, experience and other qualifications of the successful candidate.

This position is also eligible for an annual discretionary bonus.

Benefits

At Brooks, we offer the following benefits for this position, subject to applicable eligibility requirements:

• Medical, Dental, Vision and Disability Insurance

• 401(k) Plan

• Exempt employees are provided company paid holidays and Flexible Vacation to enjoy personal time off and incidental sickness.

Have a question about our benefits and compensation package? Your recruiter can share more with you during the hiring process.

Work Location & Flexibility
At Brooks, we aim to foster a collaborative and engaging environment while offering flexibility where possible. Work arrangements may include a mix of in-office and remote work, depending on the nature of the role and business needs. Specific expectations will be shared during the interview process.

Brooks is committed to fostering a diverse and inclusive workplace and proudly serves as an equal-opportunity employer. We welcome all qualified applicants regardless of race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other legally protected characteristics.

Diversity enhances our innovative capabilities and strengthens our ability to serve our customers and communities effectively. At Brooks Automation, we celebrate the unique experiences and perspectives each individual brings, believing they are essential to our collective success. Join us in building a workplace where every team member is valued and can thrive.

For applicants with disabilities requiring accommodations, don't hesitate to get in touch with [email protected] or call +1 (978) 262-2400 to discuss your needs.

Review EEO Law & EEO Statement.

Brooks Automation participates in E-Verify® to confirm eligibility for employment in the United States. For more details, visit www.dhs.gov/E-Verify. E-Verify® is a registered trademark of the U.S. Department of Homeland Security.