Executive Assistant

Job Description

Job Description

 

About the Company:

At SureFire, our mission is to build the best illumination tools, suppressors, and tactical products no matter the cost to enhance the safety and performance of those who go into harm's way on our behalf. We also provide these same, no-compromise products to our civilian customers who demand the ultimate in quality, innovation, and performance. We strive to continuously expand our business, product line, workforce, and expertise to preserve our place as the premier provider of these cutting-edge products. To achieve this, we will continually expand the depth and quality of the SureFire brand by refining, expanding, and enhancing our product line, and always aspiring to improve our service and professional relationships. We nurture this culture of excellence in everything we do, and treat everyone we deal with employees, customers, and vendors in a fair and ethical manner. We're proud of the quality we produce and the people who produce it, and we're looking for talented individuals who want to make a real impact.

About the Role:

The Executive Assistant to the COO plays a pivotal role in ensuring the seamless operation of the executive office within a dynamic manufacturing environment. This position is responsible for providing comprehensive administrative support to the Chief Operating Officer, enabling them to focus on strategic initiatives and operational leadership. The role demands exceptional organizational skills to manage calendars, coordinate meetings, facilitate communication across multiple departments and external stakeholders, and support Board of Managers activities, corporate governance, investor relations, due diligence, and property management. By anticipating the needs of the executives and proactively addressing challenges, the Executive Assistant contributes significantly to the efficiency and effectiveness of the leadership team. Ultimately, this position serves as a trusted partner, enhancing executive productivity and supporting the company’s overall business objectives in the manufacturing sector.

Essential Duties and Responsibilities

• Assist Accounting Department by providing organizational support to the department to ensure efforts and priorities align with COO guidance and direction.
• Manage and maintain complex calendars for the COO by triaging, prioritizing, and scheduling meetings, appointments, and travel arrangements with precision and foresight.
• Serve as gatekeeper by screening calls and visitors to preserve COO’s time and focus for critical priorities.
• Handle confidential information with discretion and maintain a high level of professionalism in all interactions.
• Assist in the preparation and monitoring of budgets, expense reports, and financial documentation as directed by the COO.
• Support special projects and initiatives, as assigned, demonstrating flexibility and a proactive approach to problem-solving.
• Coordinate and facilitate internal and external meetings, including logistics, agenda preparation, and follow-up on action items.
• Serve as department Records Officer to ensure compliance with and make revisions to company forms, records, and operating procedures.

• Maintain good attendance and punctuality.
• Maintain a positive and respectful attitude; cooperate with co-workers, management, internal and external customers, etc.
• Execute daily process improvement using lean manufacturing methodologies.
• Maintain work area by the use of 6S principles
• Work safely at all times and report any unsafe conditions or injuries to your supervisor or manager immediately
• Other duties, as assigned.

Competencies - To perform the job successfully, the candidate should demonstrate the following: 

1. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
2. Interpersonal Skills - Focuses on solving conflict, not blaming; Remains open to others' ideas and tries new things.
3. Written Communication / Oral Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information; Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
4. Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback.
5. Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
6. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
7. Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment.
8. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
9. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Accepts responsibility for own actions; Follows through on commitments.
10. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
11. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
12. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.

Qualifications  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience working within the manufacturing industry or a similarly complex operational environment.
• Familiarity with financial reporting and budgeting processes preferred.
• Demonstrated ability to work independently and anticipate executive needs proactively is a must.
• Proven ability to manage multiple priorities and work effectively under pressure in a fast-paced environment.
• Excellent written and verbal communication skills with a high degree of professionalism and discretion.
• Must be willing to work late and off-hours.
• Must be willing to work during end-of-year inventory.

Education

• AA or Technical Certification in Accounting and/or up to 4years’ relevant work experience preferred.

Mathematical Skills  

• Ability to perform calculations utilizing arithmetic such as addition, subtraction, multiplication and division normally attained through elementary school education.

Computer Skills  

• Must be advanced in MS PowerPoint and Excel.
• Must be proficient in MS Word and Outlook.
• Knowledge of Kinetic system is a plus.

Physical Demands  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• On-site presence required for real-time equipment operation, hands-on production oversight, and safety supervision
• The employee must occasionally lift and/or move up to 15 pounds.
• While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
• The employee is frequently required to reach with hands and arms.
• The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Pay Range

The hiring range for this role will be dependent upon experience. The hiring range is a reasonable estimate of the base pay range for this position at the time of posting. Pay is based on a number of factors which may include job-related knowledge, skills, experience, business requirements, and geographic location.

Work Environment  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually quiet.