Executive Assistant

Job Description

Job Description

Summary:

The Executive Assistant (EA) provides high-level administrative support to the Executive Leadership Team, serving as a trusted business partner to six senior leaders. This role is responsible for managing executive priorities, coordinating administrative operations, facilitating effective communication, and ensuring the smooth execution of day-to-day business activities. The EA proactively anticipates leadership needs, exercises sound judgment, and handles highly confidential information with the highest level of discretion and professionalism.

The ideal candidate is a highly organized, resourceful, and service-oriented professional who thrives in a fast-paced environment, effectively manages multiple priorities, and builds strong working relationships across all levels of the organization.

Responsibilities:

• Manage complex calendars for multiple executives, prioritizing meetings and resolving scheduling conflicts.
• Coordinate internal and external meetings, including logistics, agendas, conference rooms, virtual meeting platforms, presentation materials, and follow-up action items.
• Monitor and prioritize executive correspondence, ensuring timely responses and appropriate follow-up.
• Prepare, proofread, and distribute professional correspondence, reports, presentations, meeting materials, and other executive communications.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, visas (when applicable), and expense reporting.
• Screen telephone calls and visitors, directing inquiries appropriately while maintaining a high level of professionalism.
• Maintain executive files, electronic records, organizational documents, and other confidential information.
• Create and format presentations, spreadsheets, reports, and executive-level communications.
• Maintain organizational charts, leadership contact information, and other executive reference materials.
• Record meeting minutes, document action items, and follow up on assigned deliverables as requested.
• Support the planning and execution of leadership meetings, company events, employee engagement activities, and executive off-site meetings.
• Assist with onboarding activities for new leaders and employees as needed.
• Coordinate office-related activities including visitor logistics, conference room scheduling, office supplies, and general administrative support.
• Serve as a liaison between executive leadership and internal departments while maintaining positive working relationships throughout the organization.
• Provide administrative support for special projects and strategic initiatives as assigned.
• Provide backup support to other administrative professionals when necessary.
• Handle sensitive business, financial, personnel, and strategic information with the highest degree of confidentiality, integrity, and discretion.

Qualifications:

• Minimum of 5 years of progressively responsible administrative experience supporting senior executives.
• Bachelor's degree preferred or an equivalent combination of education and relevant work experience.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Preferred Qualifications:

• Experience supporting executive leadership within a manufacturing, engineering, or global organization is preferred.
• Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
• Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism.
• Excellent organizational, planning, and time management skills.
• Strong technical aptitude with the ability to quickly learn new systems and technologies.
• Ability to work independently while collaborating effectively across departments and organizational levels.
• Demonstrated problem-solving skills and a proactive approach to anticipating business needs.
• Ability to occasionally travel in support of executive meetings or company events.
• Action Oriented : Takes initiative, proactively identifies opportunities, and follows through to completion with minimal supervision.
• Results Driven: Demonstrates a strong sense of ownership and accountability while consistently delivering high-quality work on time.
• Professionalism and Integrity: Maintains the highest standards of ethics, discretion, confidentiality, and executive presence.
• Exceptional Communicator: Communicates clearly and professionally, adapting communication style appropriately for executive leadership, employees, customers, and external partners.
• Organized and Detail Oriented: Effectively manages multiple priorities while maintaining accuracy and meeting deadlines.
• Adaptable: Responds positively to changing priorities, shifting business needs, and evolving organizational requirements.
• Collaborative Team Player: Builds strong relationships, works effectively across departments, and contributes to a positive, customer-focused culture.
• Problem Solver: Exercises sound judgment, anticipates challenges, and develops practical solutions before issues escalate.
• Customer Focused: Provides exceptional service to executive leadership while fostering positive relationships with employees, visitors, and business partners.
• Outstanding written, verbal, and interpersonal communication skills.

Salary Range: $85,000-$115,000

AAP/EEO Statement

Astrodyne TDI is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or creed, sex, sexual orientation, gender identity, national origin, age, citizenship status, marital status, disability, military status, genetic information, or any other legally protected status.

NOTICE TO THIRD PARTY AGENCIES:

Please note that Astrodyne TDI does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Astrodyne TDI will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Astrodyne TDI explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of Astrodyne TDI.