Executive Assistant

Brooks is a leading provider of automation solutions with over 40 years of experience in the semiconductor industry, offering precision robotics, integrated automation systems, and contamination control solutions that empower chip manufacturers worldwide. Our product portfolio includes a range of automation solutions, including robots, vacuum systems, and atmospheric robots for semiconductor manufacturing (www.brooks.com).

Are you looking for a place where you can be part of a transformation? Join us at Brooks Automation and be a part of a dynamic organization that is shaping the future of technology.

Executive Assistant

Job Description

We are seeking a highly organized, proactive, and adaptable Executive Assistant to provide administrative and operational support across two CEO staff members and limited support to certain senior leaders in functional organizations. This role will manage calendars for one person, coordinate meetings and travel, prepare materials, handle confidential information, and help the leaders operate efficiently in a fast-paced environment. The ideal candidate brings strong judgment, attention to detail, professionalism, and the ability to work effectively with stakeholders at multiple levels of the organization.

What You Will Do

Calendar Management

• Manage calendaring for our Vice President, Chief Business Transformation Officer, including scheduling meetings, appointments, and conference calls across multiple time zones. Manage complicated meetings set up and conference calls with other Executive Assistants to support senior leaderships calendars.
• Proactively anticipate scheduling needs, resolve conflicts, and help align meetings with business priorities.
• Coordinate recurring business management system cadences, including Monthly Business Reviews (MBRs), Quarterly Business Reviews (QBRs), Monthly Operating Reviews (MORs), leadership team meetings, etc.
• Maintain an integrated enterprise calendar of critical business events, reviews, milestones, and transformation activities to ensure alignment across functions.

Travel & Expense Coordination

• Plan domestic and international travel, including flights, hotels, ground transportation, visas, and itineraries.
• Ensure timely and accurate expense submission and reconciliation.

Communication Support

• Serve as a key point of contact for supported CEO staff, handling incoming inquiries, triaging requests, and directing communications to the appropriate stakeholders.
• Draft, edit, and proofread business correspondence and materials.

Team Operations Support

• Coordinate preparation, collection, and distribution of materials for business reviews, leadership meetings, and transformation governance forums.
• Support tracking and follow-up of action items, decisions, and commitments resulting from MBRs, QBRs, project reviews, and executive meetings.
• Assist with internal and external event coordination

Confidentiality Management

• Handle sensitive information with the highest level of discretion and professionalism.
• Maintain organized digital and physical files related to teams, as needed.

Prioritization & Task Management

• Assess incoming requests and proactively manage deadlines, timelines, and priorities.

Project Ownership

• Support special projects from planning through execution, including research, coordination, document preparation, and cross-functional follow-up.
• Partner with the Executive Assistant community to support company events and activities, coordinating registrations, materials, logistics, and other operational needs
• Monitor milestone due dates, support meeting readiness activities, and follow up with initiative owners to ensure timely completion of deliverables.

Cross-Functional Collaboration

• Partner with internal stakeholders, administrative colleagues, and team members to maintain cohesive operations and consistent support across supported functional teams.
• Partner with business leaders, functional teams, Business Operations Excellence leaders, and project owners to help drive alignment, accountability, and execution of enterprise priorities.
• Act as a coordination point across multiple departments to support decision-making processes, leadership communications, and strategic initiatives.

Minimum Job Requirements

• 5+ years of administrative experience supporting executive leaders responsible for enterprise transformation, operational excellence, business systems, program management or continuous improvement initiatives.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools like Teams, SharePoint, and OneDrive.
• Experience managing calendars for multiple leaders or stakeholders across time zones.
• Demonstrated ability to coordinate complex, cross-functional initiatives involving multiple stakeholders and competing priorities.
• Strong skills in tracking actions, milestones, and executive deliverables within governance processes and business operating systems.
• Experience preparing executive-level presentations, leadership communications, and meeting documentation.
• Ability to operate independently, exercise sound judgment, and proactively identify issues requiring leadership attention.
• Proven ability to coordinate domestic and international travel, itineraries, expense reports, meeting logistics, and administrative follow-up.
• Excellent written and verbal communication skills.
• Notary public (or willingness to be come on) is highly desired.
• Strong organizational and time‑management abilities with success in fast‑paced environments.
• High level of discretion when handling confidential information.
• Strong interpersonal skills and ability to build effective working relationships.

Compensation

Base Salary Range: $94,280.13 USD to $127,555.47 USD

Factors which may affect starting pay within this range may include geography/market, skills, education, experience and other qualifications of the successful candidate.

This position is also eligible for an annual discretionary bonus.

Benefits

At Brooks, we offer the following benefits for this position, subject to applicable eligibility requirements:

• Medical, Dental, Vision and Disability Insurance

• 401(k) Plan

• Exempt employees are provided company paid holidays and Flexible Vacation to enjoy personal time off and incidental sickness.

Have a question about our benefits and compensation package? Your recruiter can share more with you during the hiring process.

Work Location & Flexibility

At Brooks, we aim to foster a collaborative and engaging environment while offering flexibility where possible. Work arrangements may include a mix of in-office and remote work, depending on the nature of the role and business needs. Specific expectations will be shared during the interview process.

Brooks is committed to fostering a diverse and inclusive workplace and proudly serves as an equal-opportunity employer. We welcome all qualified applicants regardless of race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other legally protected characteristics.

Diversity enhances our innovative capabilities and strengthens our ability to serve our customers and communities effectively. At Brooks Automation, we celebrate the unique experiences and perspectives each individual brings, believing they are essential to our collective success. Join us in building a workplace where every team member is valued and can thrive.

For applicants with disabilities requiring accommodations, don't hesitate to get in touch with talentattraction@brooks.com or call +1 (978) 262-2400 to discuss your needs.

Review EEO Law & EEO Statement.

Brooks Automation participates in E-Verify to confirm eligibility for employment in the United States. For more details, visit www.dhs.gov/E-Verify. E-Verify is a registered trademark of the U.S. Department of Homeland Security.