Executive Assistant

Executive Assistant

C4 Advanced Tactical Systems, LLC (CATS) is a certified Build to Print, U.S. manufacturer specializing in complex and precision products. We provide many services including manufacturing, integration/testing, environmental testing, quality assurance, and logistics services.

Our primary focus is on quality and customer satisfaction. We are ITAR compliant and welcome FMF contracts and pass-through procurement for U.S. origin products.

CATS 90,000 square foot modern facility is in Central Florida, minutes from Orlando International Airport. Our facility includes a spacious office area, five production clean rooms, high-bay area and ERP integrated warehouse.

Job Summary

The Executive Assistant to the President & CEO, CFO, COO, BD Director and HR Director, provides high-level administrative, strategic, and operational support. This role serves as a trusted partner, ensuring the efficient management of executive priorities, communications, and organizational initiatives. The ideal candidate is proactive, highly organized, discreet, and capable of managing multiple priorities in a fast-paced environment. The individual must possess good communication skills, a positive attitude, proactive attitude, be representative of the role, and the ability to multitask and interact with all levels.

Essential Duties & Responsibilities

Executive Operations & Priority Management

• Support the President & CEO and CFO with all work assignments and assistant to the HR Department on a limited basis.
• Direct and manage a complex, high-volume executive calendar in alignment with strategic and operational objectives (including the "company calendar").
• Anticipate conflicts and shifting priorities to protect leadership focus and decision-making capacity.
• Track executive action items and cross-functional deliverables to ensure timely execution and accountability.

Business Development and Visits

• Manage the Visits Log schedule and preparation with the CEO, COO and BDM
• Support CEO, COO and BDM visits in the company (VR's, Presentations, Calendar, Catering, Gifts).
• Lead the implementation of the branding effort in all aspects.
• Manage the company LinkedIn and C4ATS websites.

Board Administration

• Coordinate and execute board meetings, executive sessions, and leadership off sites in accordance with governance standards.
• Prepare agendas, and executive-level presentations.
• Record and maintain accurate minutes, resolutions, and follow-up documentation to support corporate governance requirements.

Compliance & Regulatory Support

• Assist in administering the foreign visitor program in coordination with the Trade Compliance Office, ensuring adherence to U.S. export laws and regulatory requirements.
• Maintain strict confidentiality regarding personnel, financial, contractual, and strategic information.
• Support adherence to internal policies, audit standards, and regulatory frameworks.

Executive Communications & Stakeholder Interface

• Serve as primary liaison for executive leadership, managing access and ensuring appropriate communication flow with internal and external stakeholders.
• Draft and review executive correspondence, reports, and presentations reflecting organizational standards and compliance expectations.

Financial & Administrative Stewardship

• Oversee executive expense reporting, invoice processing, and credit card reconciliation in accordance with company policy.
• Monitor and administer the CONCUR expense management system to ensure compliance and reporting accuracy.
• Reconcile corporate telecommunications accounts (C4ATS and RUSDS), coordinate payroll deductions with HR, and manage the Verizon employee phone program.

Travel & Logistical Coordination

• Manage complex domestic and international travel arrangements, ensuring efficiency, compliance, and cost effectiveness.

Administrative Process Leadership

• Continuously evaluate and improve administrative procedures to enhance operational efficiency and internal controls.

Education and/or Experience

• 5 years of related experience in a manufacturing environment preferred.
• 1-5 years' experience supporting C-level executives, preferably in a corporate setting.
• Proficiency in Microsoft Office programs: Word, Excel, PowerPoint.

Basic Employment Requirements

• Knowledge of office machines and facilities maintenance support.
• Understanding of travel procedures.
• Ability to work independently with minimal supervision and in a team environment.
• Strong written and verbal communication skills, with the ability to define and communicate issues clearly and concisely.
• High attention to detail and focus.
• Must be authorized to work in the U.S. and eligible to obtain a passport.

Work Environment/ Corporate Culture

• Professional office setting.
• Reasonable accommodations may be made for individuals with disabilities.
• 9/80 work schedule as assigned by the manager.
• Full benefits package, including medical, dental, vision, STD, LTD, GTL, 401(k), holidays, vacation, and paid time off for eligible employees.

C4 Advanced Tactical Systems, LLC. is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.