Executive Administrator

Executive Administrator

Dematic is hiring an Executive Administrator to provide high-quality administrative and operational support to the VP Services and the broader Services team. This role is a hands-on, service-oriented position focused on enabling the VP and team to operate efficiently by managing day-to-day administration, coordinating meetings and travel, and supporting team workflows. The ideal candidate is organized, dependable, and comfortable coordinating across a matrixed environment.

We offer:

• 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 $64,500 to $94,600 at the time of posting. Final compensation will be determined by various factors such as work location, education, experience, knowledge, and skills.

What You'll Do in This Role:

Executive & Administrative Support

• Calendar & Meeting Coordination:
  Manage complex calendars, schedule and coordinate internal and external meetings, prepare agendas, and ensure materials are distributed in advance. Anticipate scheduling conflicts and prioritize appointments.
• Travel & Logistics:
  Arrange domestic and international travel itineraries (flights, hotels, ground transportation, and visa support as needed) and prepare travel briefs. Provide contingency planning to minimize disruptions.
• Draft professional communications or provide equivalent experience and proof on behalf of the VP. Maintain organized digital and paper filing for reports, agreements, and confidential documents.
• Meeting Follow-up:
  Attend meetings as needed to capture notes, circulate minutes, and track action items to closure.

Operational & Project Support

• Project Coordination:
  Support Services team initiatives by tracking timelines, coordinating collaborators, collecting status updates, and advancing issues to keep projects moving.
• Data & Record Keeping:
  Maintain contact lists, team trackers, and basic databases to ensure information is current and accessible.
• Expense & Office Administration:
  Prepare and submit expense reports, process invoices where applicable, and coordinate with IT/Facilities/HR for equipment, onboarding, and day-to-day office needs.

Process Improvement & Tools

• Efficiency Improvements:
  Identify routine administrative difficulties and recommend practical process improvements or automation (e.g., better use of Outlook, Teams, SharePoint, or Forms).
• Technology:
  Use Microsoft 365 (Outlook, Teams, Excel, PowerPoint, SharePoint) and meeting platforms (Teams) effectively; support simple deck preparation and edits.

Team & Culture Support

• Cross-functional Coordination:
  Work with Finance, HR, Legal, and IT to resolve administrative issues and maintain smooth operations for the Services group.
• Events & Onboarding:
  Assist with planning team meetings, trainings, and small off-sites; support onboarding logistics for new Services hires.

Confidentiality & Compliance

• Handle confidential information with discretion and in line with company policies.
• Ensure administrative processes align with organizational standards and record-keeping requirements.

What We Are Looking For:

• Bachelor's degree or equivalent experience preferred.
• 3+ years supporting executives or senior leaders in a corporate, matrixed organization.
• Strong organizational skills, attention to detail, and ability to manage competing priorities while maintaining composure under pressure and meeting tight deadlines with patience.

• Excellent written and verbal communication skills and professional presence.
• Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint), Teams, and SharePoint.
• Comfortable coordinating travel, expense reporting, and basic project tracking.
• High discretion, reliability, and a service-minded, collaborative approach.