Executive Administrative Assistant

PROLIM ( is currently seeking Executive Assistant for one of our top client in Sunnyvale, CA

Job Description:


Our client is seeking an Administrative Assistant 4 to support the Senior Director of Manufacturing and their staff for the Marine Systems Business Unit (BU). This position will also work cross-functionally with other site and corporate admins as needed. This is an exciting, dynamic environment at the cutting edge of business in the high technology defense industry. This is an onsite position.


Responsibilities:
• Provide comprehensive administrative support to the Senior Director of Manufacturing.
• Manage the Director's calendar by prioritizing and scheduling meetings, handling quick-turn requests, monitoring upcoming needs, and resolving conflicts.
• Coordinate domestic and international business travel arrangements, manage documentation requirements, and process expense reports in a timely manner.
• Follow up on actions on behalf of the Director and execute additional tasks as directed.
• Handle confidential business matters while maintaining an effective and organized administrative system.
• Coordinate meetings and events, including internal staff meetings and engagements with customers and VIPs, by arranging venue logistics, conference room reservations, catering, and tracking action items.
• Manage visitor protocols by arranging badging and greeting visitors, including customers and contractors.
• Address information requests and communications by answering telephones, screening calls, and forwarding messages.
• Utilize Microsoft Office to prepare correspondence, generate high-quality reports, presentations, and other documents.
• Act as the administrative point of contact for Manufacturing directors, managers, employees, and administrative assistants from other site departments.

Basic Qualifications for Administrative Assistant 4:
• 5+ years as an Executive Assistant or in a similar administrative support role.
• Associate's/Bachelor's degree (a background in business administration is a plus).
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and advanced proficiency in Outlook calendar and Microsoft Teams.
• Strong organizational and multitasking skills.
• Strong attention to detail and a proactive approach to problem-solving.
• Excellent written and verbal communication skills.
• Manage confidential information with discretion.
• Prior experience organizing logistics for meetings, conferences, and company events.
• US Citizenship required.


Preferred Qualifications for Administrative Assistant 4:
• Demonstrated expertise with enterprise intranet solutions (e.g., SharePoint or equivalent) and familiarity with additional systems such as SAP, Concur, and Facilities Requests.
• Advanced proficiency in compiling, analyzing, and generating reports and presentations beyond standard Microsoft Office capabilities.
• Proven ability to work autonomously in ambiguous, fast-paced environments, prioritizing multiple tasks and adapting to changing needs.
• Exceptional written and verbal communication skills, including meticulous proofreading and document review.


About PROLIM


PROLIM is a leading provider of PLM, IoT and Digital transformation solutions to Global Fortune 1000 companies. With 9 global offices in US, India, and Australia, PROLIM has won 30+ awards and proudly serving over 1200+ customers to innovate and improve their profitability and efficiency. PROLIM was founded in 2005 and is headquartered in Farmington Hills, USA. With the global footprint and expertise in latest technologies, PROLIM can partner with you to speed up your Digital Transformation journey.