Senior Management Assistant
Company: ASML
Location: Wilton
Posted on: April 23, 2024
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Job Description:
Job ID: J-00292855Introduction to the jobASML is looking to add
a Senior Management Assistant to the Manufacturing Assembly & Test
team. This Assistant will be supporting the Head of Wilton Factory
Manufacturing Assembly & Test. This role will provide management
support to senior management, contributing to the seamless
execution of their tasks and driving their daily schedule. Assists
in scheduling and coordinating significant meetings, collaborates
closely with fellow administrative team members, and skillfully
prepares professional correspondence, both for internal and
external purposes. Contributes to the successful execution of
business priorities, driving and taking the lead in the yearly
heartbeat of the responsible department (by defining the meeting
governance) and related departmental projects/actions. Guides other
assistants in their professional and behavioral development by
coaching, mentoring and acting as a role model.Performs operational
activities of an explanatory or assisting nature, with main focus
on the managers' sector while taking cross-sectoral interests into
account. Signals and identifies possibilities for process
optimization and takes part in implementation.Operates within a
variety of well-defined procedures and practices. Anticipates on
and manages independently complex actions and integrates the
business reoccurring meetings and priorities.Role and
responsibilitiesCalendar and Email managementPlans meetings
proactively in agenda of (senior) managers. Books rooms and
facilities and tracks meeting attendances in a more complex
internal stakeholder field and understands the implications of the
meeting attendance.Screening mailboxes of (senior) managers on
relevancy, setting priorities based upon content knowledge and
aligns with (senior) manager.Executes actions related to calendar
or email independently and informs (senior) manager.Responsible for
the yearly heartbeat and integration of the business recurring
meetings. Cascades this down to other team members.Travel and
Expense ManagementCoordinates, initiates and requests travel
timely, including flights, hotels, transportation and visa, while
having end-to-end process responsibility. Works independently and
in close cooperation with the destination contact (internal and
external) to prepare local agenda, presentations, transport,
visits, dinners, etc. When doing so, assistant aligns with travel
office, other parties and takes costs and operational efficiency
into consideration.Responsible for creating Purchase Orders and
obtaining associated manager signature/approval.Responsible for
creating Purchase Requisitions and monitoring of Purchase Orders
for contingent worker and their contract extensions.Maintain budget
of office supplies for the department.Project Management
SupportAssists several departmental related projects in planning,
preparing and follow-up of the project. Holds others accountable
for meeting deadlines.CommunicationsSends out departmental
announcements and communications.Acts as first point of contact for
general questions and requests from internal and external parties
to appointed managers or department. Liaise with various
stakeholders in the company as well as visitors, customers and/or
suppliers/external relations.Hospitality, Facility &
LogisticsEnd-to-end responsibility of visitor management: taking
care of more complex and/or high stake visits.Event & Meeting
ManagementHas a leading role for the event planning of the
department, and has end-to-end responsibility in the organization
of departmental events, taking the quality of the event into
account.Coordinates and aligns with relevant internal and external
stakeholders (E.g. HR, communications, suppliers, guest speakers)
regarding availability, IT, presentations, travel.Proactively and
independently prepares meeting agendas, Takes Minutes of Meetings /
time-management / following up on actions & decisions (a.o.
arranging speakers; catering if needed).Assists in keeping senior
management accountable for commitments and helps them and their
direct reports complete priority items within the
deadline.Responsible for regularly creating agenda analyses
regarding time spend, signals improvement possibilities and acts
upon.IT Support CoordinationManages and sets up distribution lists,
sharepoints, teams pages, shared drives including access
management.Looks into and coordinates the (new) available IT
tooling (tech savviness). For instance collaboration tools within
ASML and helps others using these tools.Is key user for several IT
tools and works closely with IT on testing new developments and
signals limitations in tools.Stakeholder partnering &
advisoryAnticipates stakeholders' feedback and provides innovative
ideas to meet their future needs.Demonstrates strong ethics and
cross sectoral sensitivity from a larger ASML perspective.Works
closely with multiple internal stakeholders to enhance sectoral
performance and collaboration.Education and experienceSecondary
vocational education / bachelor level degree with 5+ years of
relevant experience or level gained through equivalent experience
with a minimum of a High School Diploma.5+ years of experience in
senior management support that includes calendar management, travel
and expense management, project management support, hospitality,
event and meeting management, and coordinating team events.Advanced
communication skills.Strong computer skills with MS Office Suites
including Excel and PowerPoint and SAP/ERP systems.Stakeholder
Management and International Working Environment: Advanced
knowledge of the connection / impact of relevant processes for
stakeholders and has experience in training other team members.
Experience working for multiple stakeholders and in dynamic
International environments.Coordination and Technology Adoption:
Complex international calendar management experience, excellent
knowledge of the office 365 package and ability to arrange hybrid
meetings and events. Advance knowledge/capability in developing
power point presentations.SkillsWorking at the cutting edge of
tech, you'll always have new challenges and new problems to solve -
and working together is the only way to do that. You won't work in
a silo. Instead, you'll be part of a creative, dynamic work
environment where you'll collaborate with supportive colleagues.
There is always space for creative and unique points of view.
You'll have the flexibility and trust to choose how best to tackle
tasks and solve problems.To thrive in this job, you'll need the
following skills:Observe and respond to people and situations and
interact with others encountered in the course of work.Can learn
and apply new information or skills.Must be able to read and
interpret data, information, and documents.Strong customer focus
and commitment to customer satisfaction through prioritization,
quality, efficiency and professionalism.Ability to complete
assignments with attention to detail and high degree of
accuracy.Proven ability to perform effectively in a demanding
environment with changing workloads and deadlines.Result
driven-demonstrate ownership and accountability.Identifies
bottlenecks and drives improvements.Work independently or as part
of a team and follow through on assignments with minimal
supervision.Demonstrate open, clear, concise and professional
communication.Ability to establish and maintain cooperative working
relationships with manager, co-workers and customer.Work according
to a strict set of procedures within the provided timelines.High
tech affinity.Independent, proactive, team player, good
communication skills, and flexible.Diversity and inclusionASML is
an Equal Opportunity Employer that values and respects the
importance of a diverse and inclusive workforce. It is the policy
of the company to recruit, hire, train and promote persons in all
job titles without regard to race, color, religion, sex, age,
national origin, veteran status, disability, sexual orientation, or
gender identity. We recognize that diversity and inclusion is a
driving force in the success of our company.Other informationRole
within OfficeResponsibilities:Routinely required to sit; walk;
talk; hear; use hands to keyboard, finger, handle, and feel; stoop,
kneel, crouch, twist, reach, and stretch.Occasionally required to
move around the campus.Occasionally lift and/or move up to 20
pounds.May require travel dependent on business needs.Specific
vision abilities required by this job include close vision, color
vision, peripheral vision, depth perception, and ability to adjust
focus.This position requires access to controlled technology, as
defined in the Export Administration Regulations (15 C.F.R. - 730,
et seq.). Qualified candidates must be legally authorized to access
such controlled technology prior to beginning work. Business
demands may require ASML to proceed with candidates who are
immediately eligible to access controlled technology.EOE AA
M/F/Veteran/DisabilityNeed to know more about applying for a job at
ASML? Read our frequently asked questions .Diversity and
inclusionASML is an Equal Opportunity Employer that values and
respects the importance of a diverse and inclusive workforce. It is
the policy of the company to recruit, hire, train and promote
persons in all job titles without regard to race, color, religion,
sex, age, national origin, veteran status, disability, sexual
orientation, or gender identity. We recognize that diversity and
inclusion is a driving force in the success of our company.Need to
know more about applying for a job at ASML? Read our frequently
asked questions .
Keywords: ASML, New England , Senior Management Assistant, Executive , Wilton, Northeast
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