Executive Administrator

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IPG Photonics is revolutionizing the laser industry as the pioneering developer and leading producer of fiber lasers and amplifiers. Headquartered in Marlborough, MA, IPG has over 4,800 employees in more than 25 locations around the world. We aspire to work together with our employees and customers to apply light in ways that improve life.

Our mission is to develop innovative laser solutions to make the world a better place. To accomplish this mission, we are committed to attracting and retaining the best talent and an engaged and thriving workforce that drives a sustainable future for our company and society.

The Role

IPG is seeking a highly proactive, tech-forward, and emotionally intelligent Executive Assistant to support multiple C-level executives across IPG Photonics. This role is essential to driving operational excellence by anticipating needs, streamlining workflows, and enabling executive productivity through strategic, high-impact administrative support. The ideal candidate is a resourceful problem-solver, a clear and confident communicator, and a continuous learner who embraces technology to stay ahead in a dynamic, fast-paced environment.

Success in this role requires exceptional organizational skills, sound judgment, and the ability to manage competing priorities across departments, stakeholders, and time zones.

Key Responsibilities

Executive Support & Calendar Management

• Provide high-level administrative support to multiple C-suite leaders.
• Manage complex calendars, prioritize meetings, and resolve scheduling conflicts across global time zones.
• Coordinate domestic and international travel, logistics, and expense reporting.
• Anticipate executive needs and prepare materials, data, or context in advance of meetings and decisions.
• Identify potential issues before they arise and offer thoughtful, strategic solutions.
• Maintain a forward-looking view of priorities, deadlines, and deliverables.

Communication & Stakeholder Management

• Serve as a liaison between executives and internal/external stakeholders, including board members, partners, and cross-functional teams.
• Draft, edit, and manage executive-level communications with clarity, professionalism, and discretion.
• Leverage AI tools and productivity platforms to streamline workflows, automate routine tasks, and enhance decision-making.
• Stay current with emerging technologies and recommend tools that improve executive and team efficiency.
• Use data tools (e.g., Excel, dashboards, AI assistants) to support reporting, analysis, and presentation development.

Project & Operations Coordination

• Track key initiatives, follow up on action items, and ensure timely execution of deliverables.
• Support the preparation of presentations, reports, and briefing materials for internal and external meetings.
• Assist with office operations, vendor coordination, and event logistics as needed.

Culture & Team Engagement

• Partner with HR and leadership to support onboarding, team-building events, and company-wide initiatives.
• Help foster a positive, inclusive, and high-performance culture through thoughtful coordination and communication.

Qualifications

Education: Bachelor’s degree required; preferred in Business Administration, Communications, or a related field.

Experience:

• 8–12+ years of experience supporting senior executives (C-level or equivalent).
• Experience in a global public company, technology, manufacturing or high-growth industrial environment required.

Technical Proficiency:

• Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficiency with collaboration tools (Teams, Zoom, Docu Sign, cloud platforms).
• Experience using or implementing AI tools (e.g., scheduling assistants, automation platforms, generative AI) is a strong plus.

Key Attributes:

• Proactive & Solutions-Oriented:
  Anticipates needs, takes initiative, and approaches challenges with creativity, urgency, and a problem-solving mindset.
• Exceptional Communicator:
  Demonstrates strong written and verbal communication skills; interacts confidently and professionally across all levels.
• Emotionally Intelligent & Discreet:
  Handles sensitive information with integrity, empathy, and sound judgment.

• Seniority level
  
  Mid-Senior level

• Employment type
  
  Full-time

• Job function
  
  Administrative and Other
• Industries Appliances, Electrical, and Electronics Manufacturing

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