Senior Executive Assistant

About Us 

SharkNinja is a global product design and technology company, with a diversified portfolio of 5-star rated lifestyle solutions that positively impact people’s lives in homes around the world. Powered by two trusted, global brands, Shark and Ninja, the company has a proven track record of bringing disruptive innovation to market, and developing one consumer product after another has allowed SharkNinja to enter multiple product categories, driving significant growth and market share gains. Headquartered in Needham, Massachusetts with more than 3,600+ associates, the company’s products are sold at key retailers, online and offline, and through distributors around the world.  

The Senior Executive Assistant provides administrative & strategic support to executives. We are looking for an energetic, experienced executive assistant who is able to pivot effectively between tasks, relentlessly prioritize, and provide exceptional support across a variety of executive needs. You will be a critical member of the executive's team, coordinating across their organization to coordinate meetings and events, navigate scheduling and calendar challenges, process invoices, welcome vendors and candidates to SharkNinja headquarters, and more. 

Responsibilities:

• Be a trusted business partner to your executive and their respective teams.
• Manage multiple, complex and hectic day to day calendars with competing priorities, ensuring the executive's time and focus is on critical product and strategic matters. Be flexible as we are asked to handle urgent scheduling requests for the business almost daily.  
• Act as a main point of contact on a variety of SharkNinja processes including the expense management process, contract approval workflow, purchase order creation, invoice payment management, contractor and vendor set-up, new hire assimilation, office entry process etc. 
• Heavy conference room reservations, managing conflicts to accommodate priority meetings, set up and tear down of rooms. 
• Display strong meeting management skill, practice meticulous detail and be able to meet rigid specifications when scheduling. Examples range from global town halls in varying time zones, department team meetings of all sizes, annual summer off-sites and events, client and vendor meetings, factory and supplier meetings. Arrange catering with attention to dietary needs. Arrange social team gatherings as needed. 
• Collaborate closely with the broader Executive Assistant team to synchronize and schedule executive-level priority meetings, executive debriefs and reviews, team and cross-functional project meetings. Maintain and re-balance cadence of all meetings. 
• Provide ancillary support to the Executive Assistant team and other corporate functions in the office as necessary. 
• Provide professional representation for the office, exercising judgment and discretion with regard to confidential issues and materials when responding to electronic, and in-person inquiries, addressing issues independently or making referrals, as appropriate. 
• Recognize the importance of accuracy when planning and arranging domestic and international travel. This includes travel visas, car service arrangements, hotel accommodations, meal/restaurant reservations, meeting logistics/agenda preparations as well as working with our global team to make any arrangements needed when they arrive. Execute changes along the way ie: flight changes, cancelations etc.  
• Expedite new hire requests and seating plans in orchestration with the hiring manager, HR, Facilities and IT. Manage onboarding process for VPs in partnership with leaders and HR. 
• Act as point of contact for any visiting associates from our global locations. Assist with travel, meeting arrangement, catering, product samples, etc. 
• Assist Facilities with seating plans, office management, and projects as needed 
• Create and maintain department distribution lists.  
• Manage projects from planning, communication, execution, and follow up. 

Requirements:

• 8+ years administrative experience supporting at the executive level
• Bachelor's degree
• Experience working with invoicing, contractors, and vendor set-up systems
• Proficient with Microsoft Office products
• Global experience 
• Must be self-confident, diplomatic, and able to anticipate/handle unexpected situations, particularly early morning. 
• Comfortable with deadline pressures and managing multiple demands for critical deliverables.  
• Not afraid to interrupt meetings to get time sensitive information or keep Executives on track. 
• Able to execute with little direction.
• Accessible to respond to requests outside of normal business hours, including nights and weekends. 
• Comfortable making decisions and the ability to act and respond quickly.  
• Understand change management and the ability to adapt to it positively as well as make it happen.
• High level of discretion and judgment when handling extremely confidential information. ie: proprietary information, new product information, data for annual salary and bonus awards. 
• Team player with exceptional can-do attitude. Express a willingness to assist others. 
• Dependability, dedication, resourcefulness, pro-activeness. 
• Exceptional ability to build and maintain relationships with all levels through a positive, results oriented work environment and supportive culture.