Executive Administrative Assistant

Why Join Us?

At Tobii Dynavox, we empower people with disabilities to do what they once did or never thought possible. We call this mission Power to Be You. Our assistive communication technology helps our customers express themselves, connect with the world, and pursue independence, whether through everyday activities like ordering food or extraordinary feats like running a company. Working at Tobii Dynavox, you’ll become part of a team that spans the globe, with offices in the US, Sweden, France, the UK, China, and beyond. 

To learn more about what we make possible, meet some of our customers or take a look at some of our solutions.

JOB SUMMARY:

The Executive Administrative Assistant will provide comprehensive administrative support to the Chief Operations Officer (COO) and the Global Operations Senior Leadership Team (SLT). This role is pivotal in enhancing the productivity and effectiveness of the SLT by facilitating meetings, managing communications, and ensuring the smooth execution of administrative tasks. The ideal candidate will maintain a high degree of confidentiality and professionalism.

KEY RESPONSIBILITIES:

• Administrative Support: Provide day-to-day administrative support to the COO and SLT, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Meeting Facilitation: Prepare meeting agendas, collect and distribute pre-read materials and reports, maintain minutes of meetings, and manage follow-up action items.
• Confidentiality: Handle sensitive information with the utmost confidentiality and discretion.
• Communication: Serve as a liaison between the COO, SLT, and other departments, ensuring clear and efficient communication.
• Document Management: Organize and maintain files, records, and documentation related to SLT activities.
• Project Coordination: Assist in the planning and execution of special projects and initiatives as directed by the COO and SLT.
• Office Management: Oversee office supplies and equipment, ensuring a well-organized and efficient work environment.
• Expense Reporting: Manage expense reporting for the COO, ensuring timely and accurate submissions.
• Event Planning: Plan and coordinate team events, dinners, social events, and team-building activities.
• Urgent Needs Coordination: Take control of and coordinate urgent critical needs that arise.
• SharePoint Management: Manage the Global Operations SharePoint site.
• Presentation Building: Develop strong presentations for the COO and SLT.
• Meeting Leadership: Lead and moderate business meetings, ensuring productive discussions and effective decision-making.
  
  

MINIMUM QUALIFICATIONS:

EDUCATION / EXPERIENCE REQUIREMENTS:

• High School Diploma
• 7 years of experience in an executive administrative support role, preferably in a global operations environment.
  
  

COMMUNICATION SKILLS:

• Strong written and verbal communication skills.
• Ability to lead and moderate business meetings.
  
  

COMPUTER OR TECHNICAL SKILLS:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, Power BI and ChatGPT.
  
  

OTHER SKILLS REQUIREMENTS:

• Excellent organizational and time-management skills.
• Ability to handle multiple tasks and prioritize effectively.
• High level of professionalism and confidentiality.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Strong presentation building skills.
• General understanding of accounting practices.
• Good problem-solving skills and a solution-focused mindset.
• Proactive attitude and positive demeanor.
  
  

WORK ENVIRONMENT REQUIREMENTS:

• Able to work at a desk for prolonged periods of time.
• Adaptable and able to thrive in a fast-paced environment.
• Occasional travel may be required.
  
  

Our Values:

At Tobii Dynavox, our mission guides what we do, and our values guide us in how we do it. Across the organization, we are committed to being Collaborative, Considerate, Curious and Courageous. We build a trusting environment where every team member prioritizes our customers with empathy and insight. Bold ideas and learning lead to impactful solutions. Driven by curiosity, we continuously challenge the status quo to create meaningful, customer-focused solutions for our customers.

What We Offer:

At Tobii Dynavox, we believe in empowering individuals – including our employees - to reach their full potential. Here’s what makes us unique:

• Purpose-Driven Work: Join a company that transforms lives by giving a voice to those with communication challenges. Every day, your work makes a meaningful and concrete impact.
• “Yes, and...” Flexibility: Build a rewarding career AND enjoy time with loved ones. We offer flexible work options so you don’t have to choose between personal and professional goals.
• Growth and Development: Whether you’re advancing your skills or growing your career, we invest in your future with training, learning opportunities, and internal growth paths.
• Inclusive and Supportive Culture: Work in a collaborative, caring environment where diversity and individuality are valued. You’ll feel connected to both your team and our global community.
• A Global Leader with Heart: Be part of an innovative, forward-thinking company that combines experience and cutting-edge solutions with a mission to change lives.