Executive Assistant

Executive Assistant

About Advanced Energy

Advanced Energy shapes and transforms how power is used, delivered, and managed.

We have devoted decades to perfecting power for its global customers. We design and manufacture highly engineered, precision power conversion, measurement, and control solutions for mission-critical applications and processes.

Our products enable customer innovation in complex applications for a wide range of industries including semiconductor equipment, industrial, manufacturing, telecommunications, data center computing, and medical. With deep application know-how and responsive service and support across the globe, we build collaborative partnerships to meet rapid technological developments, propel growth for our customers, and innovate the future of power.

Executive Assistant

Position Summary:

The Executive Assistant to the GM of Manufacturing Operations is a key partner in driving operational efficiency and organizational excellence. This position serves as the trusted point of contact for managing schedules, facilitating communication, and executing critical administrative tasks. The Executive Assistant plays a strategic and hands-on role in ensuring the GM’s priorities are met, supporting both day-to-day operations and long-term initiatives. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, dynamic manufacturing environment. This role requires professionalism, discretion, and the ability to handle multiple responsibilities with a proactive and solutions-focused mindset.

Responsibilities:

Operational Support:

• Coordinate the Daily Shopfloor Meetings, ensuring SharePoint updates, slide navigation, and action items are managed efficiently.

• Consolidate action points and distribute them to the appropriate stakeholders.

• Release check-in templates for daily reporting.

Schedule and Calendar Management:

• Manage and maintain the GM’s calendar, including scheduling meetings, confirming availability, and coordinating with stakeholders.

• Proactively resolve scheduling conflicts and prioritize critical meetings.

Event and Meeting Logistics:

• Arrange logistics for meetings, including venue bookings, food preparation, IT support, and required materials.

• Organize and prepare the Manufacturing Monthly Business Review (MBR), including scheduling, consolidating materials, and managing post-meeting follow-ups.

• Lead the collection, consolidation, and formatting of presentation materials and content from all function heads in preparation for Business Reviews and other executive-level meetings.

• Coordinate visitor and audit agendas, ensuring all approvals and logistics are in place.

Visitors Management and Executive Support:

Ensure that all factory visits and audits are approved by the GM or Site Leads, visitors/audit record is updated and published at the beginning of the week.

Arrange logistics for Executive visits such as meeting agenda, calendar invite, venue bookings, meals ordering, dinner booking, IT support, and required materials.

Proactively respond to all visitors needs ensuring seamless logistical coordination and on-ground support during their stay.

Administrative Duties:

• Respond to inquiries and requests from the GM, Function Heads, and stakeholders via MS Teams and email.

• Oversee office management tasks, including room bookings, team locator updates, and organizational charts.

• Handle pantry supplies procurement and maintenance, ensuring office amenities are operational.

Travel and Transportation Coordination:

• Manage travel arrangements for the GM, including flights, accommodations, and transportation.

• Liaise with car service vendors to meet the GM’s travel requirements.

• Coordinate travel logistics and support for all executives visiting the PH factories, including itinerary planning, on-site schedules, transportation, accommodations, and relevant approvals.

Procurement and Vendor Payments:

• Prepare and process purchase requests, primarily for canteen concessionaire transactions and occasional ad hoc needs.

Executive Support Extension:

• Provide additional executive assistant support to visiting executives as needed, ensuring seamless logistical coordination and on-ground support during their stay.

Qualifications and Skills:

Core Competencies:

• Organizational Skills: Ability to prioritize, plan, and execute multiple tasks efficiently.

• Proactive Mindset: Anticipates needs and takes initiative to address them with minimal supervision.

• Attention to Detail: Maintains precision and accuracy in all responsibilities.

• Communication Skills: Excellent written and verbal communication with internal and external stakeholders.

• Problem-Solving: Demonstrates critical thinking to resolve issues and manage competing priorities.

• Tech Savviness: Proficient in using SharePoint, MS Teams, and Microsoft Office Suite.

Professional Attributes:

• Professionalism: Exhibits discretion, reliability, and integrity in handling sensitive information.

• Adaptability: Thrives in a fast-paced manufacturing environment with shifting priorities.

• Collaboration: Builds strong relationships and works effectively with teams at all levels.

• Commitment to Excellence: Delivers high-quality results with attention to precision and care.

Values and Work Ethic:

• Demonstrates accountability and a commitment to supporting the organization’s goals.

• Embraces diversity and fosters a collaborative workplace culture.

• Displays respect, empathy, and professionalism in all interactions.

• Maintains flexibility to adapt to the unique needs of a high-performing manufacturing environment.

This position offers an exciting opportunity to contribute directly to the success of manufacturing operations and make a meaningful impact as a strategic partner to the GM.

Advanced Energy is committed to diversity in its workforce including Equal Employment Opportunity for Minorities, Females, Protected Veterans, and Individuals with Disabilities.

We are committed to protecting and respecting your privacy. We take your privacy seriously and will only use your personal information to administer your application in accordance with the RA No. 10173 also known as the Data Privacy Act of 2012.