Executive Administrative Assistant

Job Full Description

Core Responsibilities


Purchasing and vendor coordination - the current focus
Issue, track, and follow up on purchase orders and vendor orders through to completion
Stay on top of order status, delivery dates, and confirmations; flag slips early
Maintain clean, current purchasing records and vendor information
Keep things organized
Own a complex, shifting calendar; schedule meetings, calls, and travel
Track deadlines and deliverables across many efforts and deliver timely reminders
Maintain organized digital files and records so nothing has to be hunted for
Build and maintain simple tracking systems (spreadsheets, checklists, task lists) - using our tools and our way of doing things
Take things off the President's plate
Triage and manage email; draft, send, and follow up on correspondence
Prepare for meetings: assemble materials, draft agendas, take notes, and track follow-ups to completion
Coordinate with customers, partners, and vendors in a professional, polished way
Handle expense tracking, purchase coordination, and other routine administrative tasks
Coordinate travel, appointments, and logistics end to end
Support the office
Help keep company documentation (quality, compliance, customer records) organized and current, working alongside operations and compliance staff
Serve as a reliable, welcoming point of contact for the office


Where This Role Is Headed
As trust builds, this seat grows from office and purchasing coordination into proposal and project coordination - keeping proposals moving, tracking deliverables and deadlines across projects, chasing inputs from internal and external contributors, and making sure nothing slips. The right person is someone we can hand more to over time, not someone who stays fixed at the starting scope.


Required

U.S. person status for ITAR compliance - non-negotiable
Structured, detail-oriented, and methodical - genuinely, reliably organized
Computer fluent - fast and confident with email, calendar, spreadsheets, and document tools
Strong written and verbal communication
Takes direction precisely and follows established process rather than freelancing a personal method
Proactive follow-through - owns tasks to completion without being chased
Discretion and sound judgment handling confidential and sensitive information


Preferred


Prior experience as an executive or administrative assistant supporting a business owner or senior leader
Purchasing, purchase-order, or vendor-coordination experience
Experience in a manufacturing, defense, or otherwise regulated environment
Familiarity with QuickBooks or basic bookkeeping
The aptitude and appetite to grow into proposal and project coordination

Danbury, CT
2894
11 Lake Avenue Extension
Unit 102
Danbury, CT 06811