Executive Administrator to CEO en IPG Photonics

We are seeking a highly experienced and proactive Executive Administrator to support our Chief Executive Officer at a leading industrial laser technology company. This role is a critical partner to the CEO, responsible for managing complex schedules, confidential communications, and high-level administrative operations. The ideal candidate is a strategic thinker with exceptional organizational skills, emotional intelligence, and the ability to work seamlessly across departments, time zones, and with a wide range of stakeholders, including board members, investors, vendors, and internal teams. This position requires a high degree of professionalism, discretion, and the ability to thrive in a fast-paced, environment. 

Key Responsibilities 

• Executive Support & Calendar Management 
  Manage the CEO’s calendar, prioritize meetings and travel, and resolve scheduling conflicts across global time zones. 

• Stakeholder & Communication Management 
  Serve as the primary liaison between the CEO and internal/external stakeholders. Draft and manage executive-level communications with clarity and professionalism. 

• Confidential Information Handling 
  Manage sensitive information and documents with the highest level of discretion and integrity. 

• Meeting & Presentation Preparation 
  Prepare agendas, briefing materials, and PowerPoint presentations for board meetings, investor briefings, and strategic sessions. 

• Project & Task Coordination 
  Track key initiatives and deadlines, follow up with stakeholders, and ensure timely execution of deliverables. 

• Travel & Logistics Management 
  Coordinate complex domestic and international travel, including detailed itineraries and expense reporting. 

• Executive Engagement Support 
  Support the CEO’s participation in industry events, investor meetings, and strategic partnerships through logistics and post-event follow-up. 

• Office & Vendor Operations 
  Oversee day-to-day office operations, manage vendor relationships, and ensure a professional and efficient work environment. 

• Employee Onboarding & Culture Support 
  Partner with HR to support onboarding and help coordinate leadership offsites, team-building events, and company-wide meetings. 

• Documentation & Record Management 
  Maintain organized systems for executive files, contracts, and administrative records in compliance with company policies.