Executive Assistant

To reinvent an industry, you have to build the best team.

An Executive Assistant at Formlabs supports the best leaders in 3D printing. We’re looking for a fast-paced professional to enable several of our executive team members to grow our business.

A successful candidate will be adaptable, resourceful, friendly, collaborative, decisive, and self-motivated with a strong history of high performance.

This role will support three C-Suite Executives. They will partner with each Executive to lead their global teams by thinking holistically, creating efficiencies, and applying consistently sound judgment to decisions.

This role requires outstanding planning, time management, and organizational skills. Superior attention to detail and the ability to meet tight deadlines while juggling multiple requests is critical.

The right candidate will remain calm under pressure, display a strong work ethic, have a sense of humor, and have excellent judgment in dealing with highly confidential information.

Professionalism in dealing with senior executives is imperative. Strong communication skills and the ability to foster a positive and fun team environment are a must, as is the ability to be flexible and change direction at a moment’s notice.

The candidate will thrive in a fast-paced environment while always keeping an eye on the details as well as the big picture.

Join us if you’re excited about contributing to a future forward industry that is rapidly changing.

Job Responsibilities :

• Manage the calendars of Chief Revenue Officer, Chief People Officer, and Chief Operating Officer; this includes proactive looking forward (weeks or months at a time), paying attention to business priorities to help elevate and guard time, and navigating unexpected and real-time changes throughout the day.
• Be the professional internal and external face for executives both cross-functionally across the business, and externally with clients, investors, and candidates.

Ensure that Formlabs is always presented in the most professional light (organized, polished, on-time, communicative).

Organize seamless executive travel. Your stakeholders have global teams and international travel throughout the year. These trips typically involve complex itineraries multiple stakeholder meetings, very busy schedules, and various stops.

Plan for the unexpected so that travel goes as smoothly as possible.

Own executive credit cards and receipts. Submit all expense reports on time, and in line with global purchasing policies.

Often this means learning the ins-and-outs of our business and finance processes, so that you can move quickly and accurately when purchasing.

• Contribute significantly to internal communications for your executive’s departments. Own end-to-end communication streams (this often includes technology set up, content planning, day-of execution, email summaries, and live troubleshooting).
• Project manage and effectively organize leadership level and department wide events like off-sites, kickoffs, and conferences.

Scope of events ranges from 50-500 attendees.

Beyond your executives : Continuously find ways to reduce operational inefficiencies across the business, so we can work more efficiently (automating email groups, updating knowledge management, identifying a tool or resource that will improve how G&A works)

Job Outcomes :

You are embedded into your executives and their teams. You support them, can guard priorities and time, but also establish relationships cross-functionally across the business AND within your executives orgs (leaders, contributors.

You understand what the business priorities are at the highest level, so you can effectively support healthy prioritization and business success.

Your executives trust you with their priorities, needs, and information that they don’t necessarily share with anybody else (even other executives.

Over time, you build a relationship where they see you as a trusted advisor, akin to a business partner, who helps them be their most effective leader at work.

Operationally, things run on time. This ranges from starting an All Hands meeting, to submitting receipts for expenses and corporate cards or any purchases.

While many things need to happen in the moment, there’s a significant stream of work that can be predicted and planned for so things run smoothly.

The improvements and efficiencies you create in your executives org translate to your peer EA, and when it will be valuable, to broader business processes.

Your efficiency is contagious and makes those around you function better.

Big picture : Your executives are more productive with your support behind the scenes

What we’re looking for

Previous success in a fast-paced and high-autonomy environment, with limited resources and very high individual ownership.

The best candidate has been a successful Executive Assistant or Operational Manager before, in a high-growth and quickly changing environment.

Prioritization and time management are critical. A lot of your work can happen all at once, and not all requests are linear or planned.

You need to be able navigate dynamic situations while triaging priorities in real time

• A passion for technology, innovation, and entrepreneurship. We want someone who is interested in the business we are in, and is willing to learn a lot about different functions and business priorities.
• You are thoughtfully networked across the org and a trusted partner to important external contacts. You’re tapped into the thread of the company, and anticipate the support you provide, strengthening your value over time.
• Uphold our business competencies : understand our business model, revenue goals, and path to profitability
• You are independent and resourceful. You always get the job done, whether it’s counting on your own savviness, or tapping into your broader team.
• Can navigate our tech stack : G-Suite, Slack, Coupa for purchasing, Zoom. You’re a document wizard in all mediums : Sheets or Excel, Google Slides or PowerPoint.
30+ days ago