Senior Executive Assistant

Senior Executive Assistant

Founded and family-owned since 1896, Rhoads Industries is a total solution provider of industrial fabrication, mechanical/maintenance and maritime services. In addition to our field service and project skilled labor, Rhoads has expansive shipyard facilities and over 300,000 square feet of heavy manufacturing space located in The Navy Yard in Philadelphia. Rhoads' capabilities enable our customers to achieve superior results by deploying our diverse, highly skilled workforce and fabrication capabilities across commercial, government and maritime projects, all backed by state-of-the-art resources and a 100+ year legacy of leadership. As a member of the Rhoads team, you'll join a quickly growing team of energetic, skilled tradespeople and professionals who are committed to delivering exceptional products and services to our customers across every market we serve. We are building on our success across more than a century by continuing to grow an innovative company dedicated to building exciting careers. Come join our journey, and experience what it means to be Done Right with Rhoads.

We are currently looking for a Senior Executive Assistant to join our dynamic, fast-paced, and growing team. The Senior Executive Assistant provides high-level administrative support to the Chief Operations Officer by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The position serves as the primary point of contact between the executive team and various departments, ensuring seamless communication, collaboration, and execution of projects and strategic initiatives.

What You Will Be Doing

• Administrative Support
• Manage and maintain the executive's calendar, including scheduling appointments, meetings, and travel arrangements. Will also provide high-level administrative support to the executive team and will prepare minutes and correspondence.
• Screen and direct phone calls and distribute correspondence.
• Prepare and edit correspondence, reports, and presentations.
• Handle sensitive and confidential information with discretion
• Meeting Coordination:
• Organize and coordinate meetings, conferences, and events, including booking venues, arranging logistics, and preparing agendas and meeting materials.
• Record minutes during meetings and follow up on action items. Maintain accurate records and documentation for projects, meetings and executive correspondence.
• Assist in the preparation of presentations, reports and other materials for executive meetings and presentations.
• Communication:
• Serve as a point of contact between the executive and internal/external stakeholders.
• Draft and distribute internal and external communications on behalf of the executive.
• Handle sensitive and confidential information with discretion.
• Research and Reporting
• Conduct research and compile data to support decision-making processes.
• Prepare reports, presentations, and briefs for meetings and projects.
• Collect and analyze data to generate insight and recommendations for executive decision making.
• Travel Arrangements
• Arrange travel itineraries, accommodation, and transportation for the executive and other team members as needed.
• Prepare travel expense reports, invoices, and IRs and ensure timely reimbursement.
• Project Management:
• Assist in the planning and execution of special projects and initiatives.
• Track project timelines and deliverables, ensuring alignment with organizational goals.
• Office Management
• Maintain office supplies and equipment, coordinate maintenance and repairs.
• Ensure the executive office is organized and operates efficiently.
• Additional Duties as Assigned

Your Background

• Bachelor's degree or related field
• 15+ years of experience in project coordination and executive assistance or similar role
• A minimum of 10 years of experience providing high-level support to senior executives, such as a CEO or other top leadership roles.
• Strong organizational and communication skills.
• Demonstrates a high degree of professionalism and discretion
• Ability to work across teams with a variety of projects
• Ability to effectively manage multiple tasks and priorities in a fast-paced environment
• Proven experience as an executive assistant or in a similar administrative role.
• Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Minimum typing skills of 70 to 100 words per minute
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality are essential attributes.

The Work Environment at Rhoads

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• The performance of this position involves exposure to construction or industrial areas where the use of personal protective equipment such as safety glasses, hard hats and hearing protection is required.

What Rhoads Can Offer You

• Competitive health insurance packages
• 401k matching
• PTO

Our Location

We are based out of The Navy Yard in Philadelphia, a reimagined industrial locale with more than 150 companies, 15,000+ people, 20 acres of parks, dining options, public art, and events throughout the year. Recognized as a leading model for repurposing military and industrial assets for a diversified modern economy, The Navy Yard has been dubbed "the coolest shipyard in America."

Rhoads Industries, Inc. is an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, and disability.