Executive Assistant
Reporting to: Manager, Human Resources
Location: Westborough, MA.
General function: The Executive Assistant provides high-level administrative support to the Chief Executive Officer and other senior executives. Responsibilities include managing complex calendars, coordinating travel, supporting logistics for company events involving executive participation, and facilitating activities related to the Board of Directors. This role ensures the smooth execution of executive operations and serves as a central point of coordination for internal and external communications, including preparation and distribution of board materials, scheduling board meetings, and maintaining records of board activities.
Job Duties and Responsibilities
Executive Support
- Provide administrative support to the CEO and other designated executives, including calendar management, meeting coordination, and document preparation.
- Draft, edit, and manage correspondence, presentations, and reports.
- Maintain confidentiality and handle sensitive information with discretion.
Board of Directors Support
- Coordinate logistics for Board of Directors meetings, including scheduling, venue arrangements, travel and catering.
- Prepare and distribute board materials in advance of meetings.
- Serve as a point of contact for board members regarding meeting logistics and materials.
Travel Management
- Manage the company's relationship with the travel agency to ensure efficient and cost-effective travel arrangements.
- Coordinate complex travel itineraries for the CEO and executive team, including flights, accommodations, ground transportation, and visas.
- Monitor travel schedules and provide real-time support for changes or disruptions.
Event Coordination
- Support planning and logistics for company events, conferences, and meetings attended by the CEO and executive team.
- Collaborate with internal teams and external vendors to ensure seamless execution of events.
- Manage event-related communications, materials, and follow-up activities.
Operational and Project Support
- Track and manage executive priorities, deadlines, and deliverables.
- Assist with projects and initiatives.
- Provide support to Human Resources.
- Facilitate communication and coordination between the executive office and other departments.
Job Requirements
- Required: Must be a US Citizen or Permanent Resident. As a defense contractor Kopin is subject to International Traffic in Arms Regulations (ITAR) and you must be a US Citizen or Permanent Resident (green card holder) to be considered for this position.
- High School Diploma.
- Minimum of 8 years of experience supporting C-level executives in a corporate environment.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills
- Expert level proficiency in Microsoft Office Suite and calendar management tools and ability to learn new or updated software, systems and technologies
- Excellent organizational skills and attention to detail.
- Experience managing travel logistics.
- Familiarity with board governance practices and documentation preferred.
- Ability to work independently and exercise sound judgment.
- Ability to travel 10% domestic and international.
Preferred Attributes
- High emotional intelligence and professionalism.
- Strong problem-solving skills and adaptability.
- Discretion and integrity in handling sensitive information.
- Collaborative mindset with a proactive approach.
Physical Requirements
- Prolonged periods of sitting at a desk.
- Ability to lift up to 20 pounds occasionally.
- Occasional standing, walking, bending, and reaching during event set-up or meeting prep.
- Ability to travel occasionally for off-site meetings or events, as needed.
- Manual dexterity required for operating office equipment.
- Visual acuity for reading documents, spreadsheets and screens.
- Ability to communicate effectively in-person, via telephone and via email.
Kopin Corporation is an Equal Employment Opportunity and Affirmative Action employer and as such all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class. If an applicant needs a reasonable accommodation due to a disability with the application process, there is additional information on our website at www.kopin.com/about/careers.