Executive Admin

Administrative Assistant - Phoenix Operations Job Title: Administrative Assistant Department: Reports To: Position Summary The Administrative Assistant provides comprehensive administrative support for the Phoenix, Arizona facility and serves as a key point of contact for onsite employees, visitors, customers, and vendors. This position supports daily site operations by coordinating administrative activities, maintaining records, assisting leadership and employees, and ensuring effective communication between the Phoenix location and corporate teams. This role requires a highly organized, dependable, and professional individual who can manage multiple priorities in a fast-paced aerospace manufacturing and electronic assembly environment. The Administrative Assistant will work independently onsite while collaborating with across a multi-state organization. Essential Duties and Responsibilities Serve as the primary administrative point of contact for the Phoenix facility, creating a welcoming and professional experience for employees, visitors, customers, and vendors Manage front office operations, including phones, email correspondence, mail, shipping/receiving coordination, visitor management, and general administrative needs Provide administrative support to site leadership and functional teams, including scheduling, meeting coordination, document preparation, and reporting Maintain organized electronic and physical records, files, and documentation in accordance with company procedures and customer requirements Support controlled documentation processes and maintain records related to customer, quality, and operational requirements Handle sensitive company, employee, customer, and export-controlled information in accordance with company policies and applicable regulations Assist with ITAR‑related administrative activities, including maintaining documentation, access records, visitor information, and other required records as directed Coordinate visitor access, contractor support, badges, and facility access requirements while following security and compliance procedures Assist with new employee onboarding activities, including paperwork coordination, employee communications, badge requests, and orientation logistics Support Human Resources with employee communications, training coordination, employee events, and general administrative tasks Assist with purchasing activities including office supplies, invoices, expense reports, and administrative requests Coordinate meetings by preparing materials, organizing schedules, recording notes, and tracking follow‑up items as needed Assist with internal communications, announcements, and distribution of company information Support facility needs and special projects as assigned Maintain confidentiality and professionalism when handling sensitive information Required Qualifications High school diploma or equivalent required 2+ years of administrative, office support, or related experience preferred Strong organizational skills and attention to detail Ability to prioritize tasks and manage multiple deadlines with limited supervision Professional communication skills, both written and verbal Proficiency with Microsoft Office Suite including Word, Excel, Outlook, and Teams Ability to maintain confidentiality and handle sensitive information appropriately Ability to work independently while remaining connected with corporate and onsite teams Preferred Qualifications Experience supporting a manufacturing, aerospace, defense, electronics, or other regulated industry Experience with ITAR‑controlled environments, export‑controlled documentation, or security procedures Experience with ERP, HRIS, document management, or purchasing systems Experience supporting employee onboarding or HR administrative processes Physical Requirements Ability to sit, stand, walk, and move throughout the facility as needed Ability to lift and carry office supplies and materials up to 25 pounds Ability to follow safety requirements while working in and around a manufacturing environment Equal Opportunity Employer Statement Atlas Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law. Atlas Group is committed to fostering an inclusive and respectful workplace where all employees are valued and supported. Executive Support & Operations Executive Travel Management: Independently plan and book all travel directly with carriers (no travel agency support). Manage full itineraries, adjustments, and real‑time disruptions. Calendar Ownership: Manage and optimize four executive calendars across multiple time zones. Proactively resolve conflicts, prioritize strategic commitments, and ensure alignment with business objectives. Day‑to‑Day Coordination: Oversee daily logistics including scheduling flow, meeting coordination, and on‑site support to ensure seamless execution. Meetings, Board Support & Follow‑Through: Ensure executives are fully prepared for all meetings with agendas, materials, and context. Attend executive and Board meetings as needed and produce accurate, well‑structured meeting minutes. Track action items and ensure timely follow‑through on key deliverables. Serve as a strong power user of Microsoft 365 (Outlook and Teams) to drive communication and coordination efficiency. Process Improvement & Operational Impact Identify inefficiencies and implement improvements that enhance executive workflow and team coordination. Support the development of scalable processes within a growing and evolving environment. Optimize use of internal tools to improve overall operational effectiveness. Requirements Years of experience supporting C‑suite or senior executives in fast‑paced environments Experience supporting multiple executives (3+ principals strongly preferred) Bachelor’s degree required Advanced proficiency in Microsoft Outlook and Teams Demonstrated expertise in complex, independent travel management Strong executive communication skills (written and verbal) Proven discretion handling sensitive and confidential information Ability to operate effectively in ambiguity while maintaining alignment with priorities Working Style & Expectations Core Hours: 8:00 AM – 5:00 PM CST with consistent coverage across the business day Ownership Mindset: You are trusted to manage priorities, make operational decisions, and act on behalf of executives when appropriate Executive Partnership: Serve as a trusted second set of eyes—anticipating needs and proactively addressing gaps Responsiveness: Timely acknowledgment and clear communication on status and follow‑through are expected Work‑Life Balance: Weekend work is rare and limited to critical business needs (e.g., urgent travel issues) Success in the First 90 Days 30 Days: Full ownership of executive calendars and daily coordination; travel execution is accurate and reliable 60 Days: Strong command of Microsoft 365 environment; consistent meeting preparation and documentation quality 90 Days: Operating as a trusted partner—anticipating needs, resolving issues proactively, and improving executive efficiency Why This Role This is a high‑trust, high‑visibility role designed for a senior executive assistant who wants to operate as a strategic partner to leadership. You will have direct exposure to executive decision‑making and meaningful influence over how the leadership team functions day to day. The environment is structured, accountability‑driven, and built on direct communication and strong follow‑through. We value high performance, ownership, and judgment—paired with a sustainable and balanced approach to work. Ownership: High autonomy within a clearly defined scope Accountability: Clear expectations with recognition for strong performance Growth: Opportunity to expand influence as trust is earned Balance: Strong performance expectations without unnecessary burnout culture #J-18808-Ljbffr