Executive Assistant

Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leaders within the Global Spare Parts Transformation & Program Management organizations. This role reports to the Senior Vice President, Global Spare Parts Transformation & Program Management and serves as a trusted partner, managing executive calendars, travel, communications, meetings, special projects, and administrative operations while maintaining the highest level of professionalism and confidentiality.

Key Responsibilities

• Manage and maintain complex calendars, appointments, and domestic and international travel arrangements for senior Spare Parts and PMO executives and other assigned leaders, as needed. Adapt schedules and priorities to support changing business needs.
• Prepare detailed travel itineraries, coordinate logistics, and submit and monitor expense reports.
• Prepare, edit, and format executive correspondence, presentations, reports, communications, and other business materials.
• Coordinate logistics, invitations, agendas, meeting materials, and follow-up actions for leadership meetings, business reviews, talent reviews, town halls, planning sessions, and other key events.
• Support meeting preparation by ensuring materials are developed, reviewed, and distributed in advance and that action items are documented and tracked.
• Consolidate reports, presentations, and leadership materials for executive reviews and business meetings.
• Coordinate onboarding activities and logistics for newly appointed leaders and team members.
• Serve as a professional liaison with internal and external stakeholders, fostering strong relationships across all levels of the organization.
• Handle highly confidential information with discretion, sound judgment, and professionalism.
• Anticipate executive needs, identify potential issues, and proactively implement solutions to support organizational priorities.
• Manage special projects and strategic business initiatives, working independently and collaboratively across multiple functions as needed.
• Support day-to-day workplace operations for the office, helping ensure a positive employee and visitor experience.
• Partner with Security, Facilities, HR, and other stakeholders on workplace compliance activities.
• Coordinate local employee events, executive meetings, and engagement activities hosted at or by the office.
• Support other site administration initiatives and duties as business needs evolve.

Qualifications

• 5+ years of experience in an executive assistant, administrative support, or related corporate environment role.
• Demonstrated experience supporting senior executives in a fast-paced business environment.
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Proven ability to handle sensitive and confidential information with discretion and professionalism.
• Strong collaboration and relationship-building skills, with the ability to interact effectively with leaders at all levels of the organization.
• Results-oriented with a demonstrated ability to anticipate needs, solve problems, and drive tasks to completion.
• Advanced proficiency in Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience coordinating meetings, events, executive communications, and presentation materials is preferred.
• Ability to work independently while managing competing priorities in a dynamic environment.

Work Arrangement

• This position follows a remote work arrangement but may require on-site presence on some of our sites across the US in line with business necessity.
• Flexibility to work outside normal business hours as needed to support executive schedules, travel requirements, and urgent business needs.
• Valid U.S. passport and ability to travel occasionally, as required (minimal travel expected).

Education

• Bachelor's degree preferred

The salary range for this role is $80,000-$90,000. Pay within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.