Executive Assistant

Die HAHN Automation Group ist der globale Lösungspartner für Fabrikautomation. Das Unternehmen steht für industriespezifisches Know-how, ein umfangreiches Projekt-Portfolio und eine globale Organisation mit Servicefokus aus einer Hand. Von der manuellen Bearbeitungsstation über teilautomatisierte Zellen bis hin zur kompletten Automatisierungslinie arbeiten 1.600 Mitarbeitende an 20 Standorten weltweit an individuellen Lösungen. Darüber hinaus verschafft das digitale Produktportfolio produzierenden Unternehmen einen Wettbewerbsvorteil, indem es ihre Effizienz steigert und ihnen den Weg zur Smart Factory ebnet.

Kunden in den Industrien Automotive, Consumer Goods, Electronics sowie Med Tech profitieren von Expertise, die auf über 30 Jahren Erfahrung und internationaler Innovation basiert.

Erfahre mehr auf www.hahnautomation.group

Essential Responsibilities

• Manage and maintain the President’s complex calendar, including meetings, appointments, travel, and special events.
• Act as a trusted gatekeeper for the President, proactively prioritizing meeting requests, communications, and commitments based on business importance; protect time for strategic work, preparation, and critical decisions.
• Coordinate and prepare materials for executive meetings, leadership meetings, board meetings, and other organizational events.
• Prepare the President for key meetings by assembling relevant background information, prior decisions, open action items, agendas, and concise briefing materials; identify outstanding decisions and required preparation in advance.
• Prepare correspondence, reports, presentations, agendas, meeting minutes, and other executive documents.
• Serve as a professional point of contact and liaison between the President and internal and external stakeholders.
• Screen and prioritize communications, including email, phone calls, and correspondence.
• Manage the President’s inbox within agreed delegation boundaries, organizing and flagging messages, identifying items requiring executive attention, drafting responses, and responding to routine matters on the President’s behalf when authorized.
• Maintain a centralized tracker of the President’s actions and commitments, including owners, deadlines, and status; proactively follow up with responsible leaders, flag overdue items and obstacles, and elevate exceptions requiring the President’s attention.
• Handle confidential, sensitive, and proprietary information with a high degree of discretion.
• Assist with planning and coordinating company events, executive functions, and leadership activities.
• Conduct research and compile information for the President as requested.
• Maintain organized electronic and physical files and executive records.
• Draft and proofread communications on behalf of the President.
• Assist with special projects and organizational initiatives requiring executive-level coordination.
• Anticipate potential scheduling, communication, and administrative needs and proactively address them.
• Exercise constructive judgment by respectfully challenging over commitments, flagging overlooked risks or conflicting priorities, and recommending practical alternatives when needed.
• Establish and maintain effective working relationships with employees, executives, clients, vendors, and other stakeholders.
• Coordinate travel arrangements, itineraries, accommodations, and expense reports for the President and, as appropriate, accompany the President during business travel.
• Attend designated meetings and discussions to take detailed and accurate notes, documenting key decisions, action items, responsibilities, and follow-up needs.
• Prepare and distribute meeting notes, summaries, and action-item lists as appropriate, and monitor follow-up to help ensure commitments are…