Executive Admin Assistant

Executive Administrative Assistant

This position is for an Executive Administrative Assistant who will provide direct support to Senior Director, General Management, as well as other leaders in the executive General Management team. To be successful in this role you must work independently with the ability to learn processes and tools quickly with minimal training, is a creative problem-solver and demonstrates a customer-oriented mindset. You rely on extensive experience and judgment to plan and accomplish assigned goals and tasks.

This role is an opportunity to provide critical support to the organization. By helping the leadership team run smoothly, you'll enable the function to move quickly and operate effectively.

This role will be an onsite role, located in Windsor Locks, CT.

What You Will Do

• Perform administrative tasks closely related to the day-to-day operations of executive leadership, requiring the ability to prioritize and manage multiple tasks with often short lead times.
• Cultivate a positive and collaborative work environment to enhance team morale and engagement.
• Provide support to individuals from various functional areas while maintaining a confidential and highly responsive relationship with leadership.
• Handle complex calendar management, including scheduling and coordinating appointments and meetings, following up on delegated items, and resolving schedule conflicts. This includes coordinating web meetings, conference room bookings, and making priority decisions.
• Make extensive and sometimes complex travel arrangements, coordinating with other offices, customers, and locations as needed.
• Prepare detailed, timely, and accurate expense reports, adhering to established policies and procedures.
• Monitor email communications, highlight urgent matters requiring attention, prepare activity reports, identify leadership engagement opportunities, and coordinate meetings.
• Organize and arrange events and executive visits, ensuring high quality and assigning tasks to building management and office staff (reception, catering, events, security, technological tools / audiovisual, cleaning, etc.).
• Secure meeting spaces and conference rooms and arrange necessary supplies for visits and meetings.
• Ensure attendee lists and visitor authorization forms are submitted to security.
• Interface with Collins management, building management, IT, and office staff on issues related to physical office space as needed.
• Act as the main point of contact for executive visits and external meetings.
• Organize and coordinate staff meetings, ensuring that all logistical details are efficiently managed.
• Serve as a liaison between executives and staff, ensuring clear and effective communication across the organization.
• Work efficiently in a fast-paced environment, requiring high-quality work, flexibility, and individual initiative. Ability to handle a variety of tasks quickly and effectively is essential.
• Collaborate with other administrative assistants to share knowledge and schedule activities with senior leadership across the business, including resolving schedule conflicts as executive calendars change.
• Prepare and highlight weekly reports, focusing on critical issues, accomplishments, risks, and upcoming events to keep executives informed.
• Perform other administrative tasks and/or special projects as needed.

Qualifications You Must Have

• Typically requires an AA/AS degree (or other 2-year post high school training) with a minimum of 6 years of relevant experience
• Experience as an Executive Assistant or Administrative Assistant

Qualifications We Prefer

• Microsoft Word, PowerPoint, Excel and Outlook, Office 365 skills.
• SAP, Concur, and SharePoint experience.
• Professional demeanor/presence, ability to work on sensitive and confidential matters effectively.
• Capacity to work with urgent deadlines, changing priorities, and managing multiple high-priority assignments simultaneously.
• Experience coordinating events as needed.
• Experience working across global locations and time zones is essential.
• Experience supporting multiple senior level or executive level leaders.

What We Offer

Benefits

Some of our competitive benefits package includes:

• Medical, dental, and vision insurance
• Three weeks of vacation for newly hired employees
• Generous 401(k) plan that includes employer matching funds and separate employer retirement contribution, including a Lifetime Income Strategy option
• Tuition reimbursement program
• Student Loan Repayment Program
• Life insurance and disability coverage
• Optional coverages you can buy pet insurance, home and auto insurance, additional life and accident insurance, critical illness insurance, group legal, ID theft protection
• Birth, adoption, parental leave benefits
• Ovia Health, fertility, and family planning
• Adoption Assistance
• Autism Benefit
• Employee Assistance Plan, including up to 10 free counseling sessions
• Healthy You Incentives, wellness rewards program
• Doctor on Demand, virtual doctor visits
• Bright Horizons, child and elder care services
• Teladoc Medical Experts, second opinion program
• And more!