Executive Assistant- Chief of Staff

Description

THE OPPORTUNITY

We are seeking an exceptional Executive Assistant- Chief of Staff to partner with the President of the Power Management division at Regal Rexnord. This is a newly created role designed to support a dynamic, fast-paced executive who operates across multiple sites, time zones, and strategic initiatives.

This position requires someone who can anticipate needs before they arise, operate with minimal direction, and become a trusted right hand to a leader who sets high standards. You'll be the central hub that keeps everything running seamlessly - from complex travel logistics to critical meeting preparation to ensuring nothing falls through the cracks.

Beyond supporting the President, you will also provide administrative support to other senior leaders within the division, making you an integral part of the leadership team's success.

If you're someone who thrives on being two steps ahead, takes pride in flawless execution, and can handle the intensity of supporting a high-performing executive, this role is for you.

RESPONSIBILITIES

Executive Support & Time Management

• Manage an extremely complex, ever-changing calendar across multiple time zones with precision and foresight

• Proactively identify scheduling conflicts and make real-time adjustments with minimal guidance

• Anticipate the President’s needs and priorities, often before being asked

• Serve as a gatekeeper and strategic filter - determining what requires immediate attention versus what can be delegated or deferred

• Prepare comprehensive briefing materials, agendas, and background information for all meetings

• Ensure the President is always prepared, on time, and has what he needs

• Travel & Logistics Coordination

• Arrange detailed domestic and international travel itineraries for a heavy travel schedule

• Build in contingencies and maintain real-time communication during travel disruptions

• Coordinate ground transportation, accommodations, and site visit logistics

• Manage expense reporting and reconciliation with meticulous accuracy

Communication & Stakeholder Management

• Act as a liaison between the President and internal/external stakeholders

• Draft, proofread, and manage correspondence with impeccable attention to detail

• Screen and prioritize incoming requests, ensuring critical items receive immediate attention

• Maintain confidentiality and exercise sound judgment in sensitive situations

Meeting & Project Coordination

• Coordinate leadership meetings, including agenda development, material preparation, and follow-up

• Take detailed notes and track action items to completion

• Support special projects and strategic initiatives as assigned

• Ensure seamless execution of division-wide events and offsites

Administrative & Process Excellence

• Help with PowerPoint presentations, slide creation, management, etc

• Maintain filing systems, documentation, and division records with precision

• Develop and refine processes to improve efficiency and effectiveness

• Provide administrative support to other leaders reporting to the President as needed

• Handle ad hoc requests with flexibility and a solutions-oriented approach

QUALIFICATIONS

• 5+ years of experience supporting C-suite or VP-level executives, preferably in manufacturing, industrial, or corporate environments

• Proven ability to support a demanding, detail-oriented leader with a complex travel schedule

• Exceptional organizational skills with a track record of managing competing priorities flawlessly

• Demonstrated discretion, confidentiality, and sound judgment in sensitive situations

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and AI (other digital tools)

• Experience with expense management systems and corporate travel booking platforms (e.g. Concur)

The Right Mindset

• Proactive & anticipatory - You're always three steps ahead, identifying needs before they're voiced

• Detail-obsessed - Nothing escapes your notice; typos and errors don't exist in your world

• Unflappable under pressure - You thrive in fast-paced, high-stakes environments

• Intuitive & perceptive – You quickly learn preferences, patterns, and priorities

• Trustworthy & reliable – You become the person the executive can delegate to

• Adaptable – Plans change constantly, and you pivot seamlessly

• Professional & polished – You represent the executive and division with poise

About Regal Rexnord