Executive Assistant, EVP/COO

Executive Assistant

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges. Join us and create a higher standard for a better world.

This role is responsible for providing executive level and administrative support to the executive office through high level problem solving and decision making. This individual will work directly with the organization's EVP/COO, other C-suite executives, senior leadership and board / committee members to advance the enterprise and organizational-level mission, strategy and objectives. The role requires professionalism with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency while contributing to the success of the overall executive team. This role requires experience and judgment to plan, accomplish goals and meet deadlines. This is a highly visible position, representing the executive office and the organization to all internal and external stakeholders. The role also requires high self-motivation with strong work ethic, diplomacy, political awareness, multi-tasking capabilities and the ability to execute work by prioritizing tasks in a fast-paced environment.

Essential Functions

• The role will provide administrative support to the Senior Leadership Team by creating and editing agendas, presentations, reports, business plans and objectives on a recurring basis, and coordinating other correspondence, documents, spreadsheets and presentations based on executive expectations.
• Flexibly manages busy calendars for the EVP/COO through effective prioritization and scheduling of meetings. Proactive handling necessary tasks to identify and manage conflicts in advance of future scheduled events, travel arrangements, and changes in priorities. Monitor deadlines, track progress toward task completion and communicate when there are concerns. Responsible for meeting preparation (all staff, executive, leadership, off-site, etc.) and logistics through effective use of audio visual, other tools and technologies.
• Coordinates business itineraries, travel arrangements (domestic and international), conferences, meetings and other business functions, including registration for conferences, proper documentation (i.e., visas, itineraries, representation letters, etc.) and changes as needed.
• Other administrative duties such as supplying information, managing budgets, completing and approving expense reports, filing, maintaining records and assisting with various meeting logistics. Handles ordering of meals and refreshments as appropriate. Partners with other assistants to ensure seamless operations of the organization.
• Provide Direct support to the EVP/COO and Board of Directors and related committees, including communication and problem resolution. Also responsible for managing Board meeting logistics, including vendor negotiations, creating agendas, writing minutes, recording actions and conducting follow-up to ensure completion within designated deadlines and all Board related activities including communications with all Board members.
• Contribute to the achievement of organizational goals. Manage multiple projects simultaneously. Build cross-functional relationships between departments. Sounding board, confidant and conduit to keep the executives well informed and help facilitate decision making. Acting as a point of contact between EVP/COO and employees. Update internal collaborative documentation regularly. Track and help drive the completion of other key deliverables and follow up on outstanding items.

Minimum Requirements

• Bachelors degree in Business, Communications or related field or Associates degree with years of experience
• At least 6+ years experience in an Executive Assistant capacity to a senior executive, preferably VP-level and higher or an equivalent combination of education and experience
• Travel planning (domestic/international) and appointment scheduling experience
• Meeting planning experience
• Advanced Proficiency in MS Office software (Outlook, Word, Excel and PowerPoint), MS Teams, WebEx, Concur (or similar)
• Positive professional attitude, committed to excellence and able to independently execute
• Demonstrated experience in handling confidential information and discretion in dealing with proprietary information and deals
• High attention to detail and high quality work product
• Strong ability to multi-task, independently prioritize, and meet project deadlines as scheduled
• Excellent oral, listening and written communication skills - speaks clearly and persuasively in positive or negative situations
• Work effectively under stress and able to positively manage frequent change, delays, pressure or unexpected events
• Demonstrated excellent organizational skills
• Excellent levels of interpersonal skills and diplomacy with strong political and cultural awareness
• Balances team and individual responsibilities; Gives and welcomes feedback; supports everyone's efforts to succeed.
• Communicates effectively on projects
• Exhibits respectful behavior and works effectively in interactions with all levels of the organization and external partners
• Volunteers readily; takes independent action and asks for and offers help when needed
• Identifies and resolves problems in a timely manner; develops alternative solutions; works well in group problem-solving situations and is willing to make decisions
• Budget responsibilities include Executive Office development and monitoring

Working Conditions and Physical Requirements

• Ability to travel 10% of the time.
• May be required to lift 15 lbs
• Ability to work for long periods at a computer/desk.
• Standard office environment.

About the Organization

SAE Industry Technologies Consortia (SAE ITC) enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.

The Performance Review Institute (PRI) is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.

SAE International (SAEI) is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.

Fullsight is a shared services group working across three affiliate organizations, SAE ITC, SAE International, and Performance Review Institute (PRI), uniformly delivering HR, IT, Legal, Customer Success, Finance, and Procurement services, which enables us to distribute resources across all parts of our businesses.

EEO Clause

Fullsight provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.