Administrative Executive Assistant

Job Description

Job Description

BUILD THE OPERATING BACKBONE BEHIND AEROSPACE GROWTH

Executive Assistant

Executive Operations | CRM Administration | Customer, Sales & Marketing Support

Company

Global Filtration Inc.

Location

1200 Mary Avenue, Waco, Texas 76701 — on-site

Schedule

Full-time | Monday–Friday | 8:00 a.m.–5:00 p.m.

Reports To

President & CEO and Executive Integrator

About Global Filtration Inc.

For more than 30 years, Global Filtration Inc. has built specialized filtration solutions for demanding aerospace applications. From our 17,000-square-foot Waco headquarters and manufacturing facility, we manufacture and support FAA-PMA aerospace filtration products used across commercial aviation, aircraft maintenance, repair and overhaul, helicopter, distributor, and related aviation markets. As a founder-led company, we are now strengthening our Waco team, modernizing systems, expanding customer reach, and positioning Global for continued growth in aerospace, defense, government, and industrial filtration.

The Opportunity

Global Filtration is seeking an exceptionally organized, energetic, and service-minded Executive Assistant to work directly with the President & CEO and Executive Integrator. This is a highly visible, high-trust position at the center of the company—not a narrow calendar-only role and not a sit-and-wait reception job.

You will help leadership stay focused, keep priorities moving, maintain accurate CRM and business records, support sales and order activity, and coordinate customer, marketing, and companywide needs. The person who succeeds here will gain hands-on experience across executive operations, customer service, sales support, CRM administration, marketing coordination, and cross-functional execution.

Your impact will be visible. When you do this job well, executives gain time to lead and develop products, customers receive faster answers, sales opportunities receive consistent follow-up, and important commitments do not fall through the cracks.  

What You Will Own

• Executive coordination: Manage calendars, appointments, internal meetings, travel details, reminders, correspondence, confidential materials, and priority follow-up for the CEO and Executive Integrator.

• Action-item accountability: Capture decisions, owners, deadlines, and next steps; maintain a dependable tracker; follow up before due dates; and raise risks early.

• Main-line and front-office experience: Answer the primary company telephone line with confidence, greet visitors and candidates, take accurate messages, route requests, and maintain a polished first impression of Global Filtration.

• Customer and order support: Assist with inquiries, quote and order intake, confirmations, status requests, documentation, routine follow-up, and coordination with Sales, Warehouse, Purchasing, Accounting, Quality, and leadership.

• CRM administration: Maintain clean contacts, accounts, leads, opportunities, notes, tasks, owners, due dates, and next steps so leadership and sales can rely on the system.

• Sales support: Help prepare call lists, research prospects, schedule meetings, organize customer records, follow up on quotes, produce activity reports, and support pipeline discipline.

• Marketing and project coordination: Assist with approved social media, email, recruiting, trade-show, and branded materials; prepare reports, presentations, and templates; and coordinate special projects and shared resources.

What Success Looks Like

• Professional responsiveness: Calls, visitors, messages, and routine requests receive prompt, courteous attention and a clear owner.

• Reliable follow-through: Executive and departmental commitments are tracked through completion, not merely recorded.

• Accurate systems: CRM, customer, order, meeting, and contact records are complete, current, and usable.

• Strong executive leverage: Leadership spends less time chasing details and more time on strategy, product development, customers, and growth.

• Confidential judgment: Sensitive ownership, personnel, financial, customer, legal, and operational information is handled with discretion.

Your First 90 Days

• First 30 days — Learn: Become familiar with Global’s products, customers, leadership priorities, departments, phone procedures, files, systems, and communication standards.

• Days 31–60 — Own: Take dependable ownership of executive scheduling, action-item tracking, main-line coverage, CRM hygiene, recurring reports, and routine customer and sales support.

• Days 61–90 — Improve: Anticipate needs, close follow-up gaps, strengthen templates and tracking tools, suggest workflow improvements, and become a trusted coordination partner to leadership and the broader team.

A Role Designed for Growth

This position offers unusual exposure to the full operation of an aerospace manufacturer. You will work directly with executive leadership and collaborate with Sales, Quality Control, Purchasing, Warehouse, Accounting, Marketing, and Customer Service. You will see how a customer need becomes a quote, an order, a manufactured product, a shipment, and a long-term relationship.

As Global grows, a strong performer may earn broader responsibility based on results, demonstrated strengths, business needs, and available opportunities. Potential development paths may include:

• Senior Executive Assistant, Executive Operations Coordinator, or Office Administration leadership.

• CRM Administrator, Sales Operations Coordinator, or Customer Experience leadership.

• Marketing and Business Development Coordinator.

NOW HIRING | EXECUTIVE ASSISTANT

You May Be a Strong Fit If You

• Communicate with confidence, warmth, and professionalism and genuinely enjoy helping executives, customers, salespeople, and operations teams succeed.

• Are highly organized and can manage competing priorities without losing details or deadlines.

• Take ownership, ask thoughtful questions, learn new systems quickly, and close the loop without repeated reminders.

• Protect confidentiality, value accuracy and attendance, remain calm when priorities change, and want initiative and performance to be noticed.

Required Qualifications

• At least two years of relevant experience in executive support, administrative coordination, customer service, sales support, office operations, or a closely related role.

• Strong written and verbal communication skills and a polished professional telephone presence.

• Working proficiency with Microsoft Office or comparable business tools, including email, calendars, documents, spreadsheets, and presentations.

• Demonstrated ability to prioritize, maintain accurate records, meet deadlines, work independently, and protect confidential information.

• High school diploma or equivalent.

Preferred Qualifications

• Experience supporting a founder, CEO, integrator, senior executive, or fast-moving leadership team.

• Experience with CRM or ERP systems; exposure to HubSpot, Sage, quoting, order-entry, or pipeline-reporting tools is helpful.

• Experience in aerospace, aviation, manufacturing, distribution, industrial products, or another quality-focused environment.

• Experience with social media scheduling, email marketing, recruiting coordination, or branded business materials; an associate or bachelor’s degree is also helpful.

GLOBAL FILTRATION INC.  |  1200 Mary Avenue, Waco, Texas 76701  |   globalfiltration.com

NOW HIRING | EXECUTIVE ASSISTANT

Schedule, Compensation & Benefits

• Employment: Full-time, on-site position in Waco, Texas.

• Standard office hours: Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Benefits: Benefits are available to eligible full-time employees. Program and paid-time-off details will be reviewed during the hiring process.

• Screening: Final candidates may be required to complete employment verification and pre-employment screening in accordance with company policy and applicable law.

Why Join Global Filtration?

• Join an established, founder-led aerospace filtration company with more than three decades of product and industry experience.

• Work directly with the CEO and Executive Integrator in a role that has real visibility and business impact.

• Learn the customer, sales, operational, and administrative sides of aerospace manufacturing while developing transferable skills.

• Help build better systems and stronger customer experiences during an important stage of growth in Waco.

Qualified applicants may be invited to a telephone screen, structured interview, and skills-based discussion related to communication, prioritization, organization, and professional judgment.

Equal Opportunity

Global Filtration Inc. is an equal opportunity employer. Employment decisions are made without unlawful discrimination and in accordance with applicable federal, state, and local law. Employment is at will, subject to applicable law.

GLOBAL FILTRATION INC.  |  1200 Mary Avenue, Waco, Texas 76701  |   globalfiltration.com

About Global Filtration
Global Filtration, Inc. is a Waco-based filtration company serving aviation and aerospace customers and expanding into industrial and defense applications. From our 17,000-square-foot facility, we are building the systems and team required to grow toward a five-year $20 million revenue objective while protecting the accuracy, traceability, and customer trust on which the company was built.

Company Description

About Global Filtration\r\nGlobal Filtration, Inc. is a Waco-based filtration company serving aviation and aerospace customers and expanding into industrial and defense applications. From our 17,000-square-foot facility, we are building the systems and team required to grow toward a five-year $20 million revenue objective while protecting the accuracy, traceability, and customer trust on which the company was built.