Executive Administrative Assistant

KION•Grand Rapids, MI

11h•$65,000 - $75,000

About The Position

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 Career Development Competitive Compensation and Benefits Pay Transparency Global Opportunities Learn More Here: https://www.dematic.com/en-us/about/careers/what-we-offer/ 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.

Requirements

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.

Responsibilities

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