What are the responsibilities and job description for the Executive Administrative Assistant position at Dematic?
The Executive Assistant (EA) provides high-level operational and administrative support to the VP of Product Development, as well as visiting Chief Technology Office (CTO) executives and the VP of the Solutions Development organization (SDO), as well as their teams, enhancing the organization’s effectiveness and enabling focus on strategic, high-impact priorities. Serving as a trusted partner, the EA manages complex schedules, communication workflows, logistics, project coordination, and departmental processes. This role strengthens organizational alignment, drives efficiency, and ensures seamless execution of leadership and departmental activities.
We offer:
Job Description
Dematic provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
The base pay range for this role is estimated to be $65,000 - $75,000 at the time of posting. Final compensation will be determined by various factors such as work location, education, experience, knowledge, and skills.
Tasks and Qualifications:
What You Will Do in this Role:
Executive Support & Operations
We offer:
Job Description
- Career Development
- Competitive Compensation and Benefits
- Pay Transparency
- Global Opportunities
Dematic provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
The base pay range for this role is estimated to be $65,000 - $75,000 at the time of posting. Final compensation will be determined by various factors such as work location, education, experience, knowledge, and skills.
Tasks and Qualifications:
What You Will Do in this Role:
Executive Support & Operations
- Manage complex, dynamic calendars; proactively identify and resolve scheduling conflicts
- Prepare meeting materials, presentations, agendas, action logs, and follow-ups
- Coordinate domestic and international travel arrangements
- Handle time tracking, approvals, and expense reporting for supported leaders
- Serve as liaison between internal teams, external stakeholders, and leadership
- Draft communications and distribute departmental updates
- Organize weekly leadership meetings, including room booking, catering, and note-taking
- Schedule monthly 1:1s, round tables, performance reviews, and stakeholder meetings
- Coordinate Quarterly All Hands, including Q&A tools, presentation preparation, and distribution lists
- Support and participate in team workshops and culture-building activities
- Arrange offsite meetings, networking events, holiday parties, raffles, and special events
- Maintain distribution lists and organizational charts; process employee updates
- Support community outreach initiatives and volunteer events
- Manage care packages, awards, gifts, retirements, and employee recognition efforts
- Coordinate interviews and assist HR-related processes such as onboarding touchpoints
- Process and approve travel requests and expense submissions on behalf of leaders
- Maintain internal systems such as SAP, Concur, Salesforce, Wrike, Kronos, and Workday
- Lead quarterly NPS survey processes, including sending surveys, reminders, and results
- Track monthly, quarterly, and annual administrative deliverables
- Support leadership initiatives aimed at improving NPS, engagement, and team alignment
- Strong organizational skills with the ability to manage multiple priorities independently
- Excellent written and verbal communication skills
- High level of discretion, judgment, and professionalism
- Proficiency with office and collaboration tools (Teams, OneNote, Outlook, Forms, Miro)
- Experience with enterprise systems (SAP, Concur, Kronos, Salesforce, Workday)
- Problem-solving mindset and ability to anticipate needs
- Competence in event coordination and logistics planning
- Ability to build relationships across teams and levels
- 3–5 years of administrative or executive support experience, preferably supporting senior leadership
- Demonstrated ability to manage complex schedules, confidential information, and high-volume tasks
- Experience in project coordination, cross-functional communication, and executive reporting
- Background in travel coordination, expense management, and organizational communications
- Bachelor’s degree or equivalent experience
- Occasional travel may be required to support Quarterly All Hands meetings, leadership events, or offsite workshops (approximately 5–15% annually).
- Ability to coordinate and accompany leaders as needed for meetings, site visits, and team activities.
- Ability to sit, stand, or work at a computer for extended periods.
- Ability to lift or move items up to approximately 20 lbs. (e.g., meeting materials, event supplies).
- Ability to move between meeting locations within office or event environments.
- Occasional extended hours may be required during peak cycles, events, or deadlines.
Salary : $65,000 - $75,000