Senior Management Assistant

Company: ASML
Location: Wilton
Posted on: April 23, 2024

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