Executive Assistant & Office Manager

Executive Assistant

Be the connection behind the leadership. Keep the details moving. Make an impact.

At Windings, Inc., we're not looking for someone to simply manage calendars and schedule meetings. We're looking for someone who anticipates what's needed, brings order to competing priorities, and helps our executive leadership stay focused on moving the business forward.

As our Executive Assistant, you'll work closely with the President & CEO, Board of Directors, and Executive Leadership Team while playing an important role in the day-to-day operations of the organization. From coordinating executive and Board meetings and managing complex schedules to supporting legal administration, facilities, vendors, and company events, you'll be a trusted resource across the business.

If you're someone who is two steps ahead, exceptionally organized, comfortable handling confidential information, and energized by being the person who makes things happen behind the scenes, we'd love to meet you.

Windings, Inc. is a 100% employee-owned company, meaning every employee-owner shares in our success. Our unique ESOP plan contributes to your retirement at no cost to you.

For over 60 years, we've built custom motors and components for some of the world's toughest environments, from outer space to the battlefield, racetracks, and deep drilling sites.

What You'll Do

Executive Support & Governance

• Provide high-level administrative support to the CEO, Board of Directors, and Executive Leadership Team, including email and file management and complex meeting logistics.
• Coordinate executive programs, Board and subcommittee meetings, including agendas, presentation materials, live meeting minutes, and follow-up on action items.
• Prepare and refine presentations for strategy sessions, company-wide meetings, and leadership workshops.
• Manage executive calendars, proactively resolve scheduling conflicts, and coordinate domestic and international travel, including flights, hotels, and transportation.

Legal & General Counsel Support

• Serve as an administrative resource for the General Counsel, supporting legal operations and workflow coordination.
• Assist with drafting, proofreading, formatting, and redlining legal correspondence, non-disclosure agreements (NDAs), standard contracts, and corporate filings.
• Maintain confidential corporate legal records and repositories, including digital filing, document retention, and version control.
• Maintain contract management records and track execution milestones, expiration dates, notice periods, and renewal deadlines.
• Coordinate legal discovery documentation requests and assist with compliance filings as directed by General Counsel.

Office Management & Facilities Operations

• Coordinate office purchasing, including supplies, furniture, and technology equipment, within established procurement policies and budgets.
• Oversee third-party facility vendors, including janitorial services, maintenance contractors, shipping and delivery personnel, and property management representatives.
• Coordinate office operations, layout changes, workstation moves, additions, and internal reorganizations.
• Maintain ITAR and EAR visitor compliance requirements, including visitor sign-in, escort, and identification verification procedures.
• Plan and coordinate employee engagement activities, company celebrations, conferences, and other internal and external events.
• Complete executive expense reports, process and approve administrative invoices, and monitor departmental supply expenditures.
• Provide additional administrative and operational support as business needs arise.

Requirements

What You Bring

Required Experience

• Bachelor's degree preferred.
• At least 5 years of related administrative support experience, including a minimum of 3 years in a senior-level administrative or office management role.
• Exceptional attention to detail and organizational skills.
• Demonstrated ability to handle sensitive and confidential information with discretion and integrity.
• Strong written and verbal communication skills with the ability to prepare accurate, professional business correspondence.
• Advanced proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience with contract management databases and digital signature platforms such as DocuSign.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• Ability to manage multiple priorities, shifting demands, deadlines, and unexpected changes in a fast-paced environment.
• Strong interpersonal skills and the ability to build effective working relationships at all levels of the organization.
• Ability to understand and communicate organizational priorities and respond appropriately on behalf of the President & CEO when needed.

What you will get...

• An awesome employee-ownership culture
• Full benefits package (medical, dental, vision, disability, life and more)
• Paid time off
• 401k match and ESOP contributions
• Flexible work environment
• Education reimbursement

Salary Description: $75,000-$90,000 annual DOQ

Why Join Us?

At Windings, Inc., employees don't just work here they own part of the company's success. As an employee-owned organization, every improvement, innovation, and win contributes to a stronger future for all of us.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; reach with hands and arms and talk or hear. The employee is frequently required to use hands and fingers to handle or feel; frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. The employee is regularly required to stand and walk. Specific vision ability by this job includes close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.

Other Requirements

Because employees in this position must handle information covered by the International Trade and Arms Regulations (ITAR) and/or Export Administration Regulations (EAR), successful applicants will be: (1) required to verify their identity and their status as a U.S. citizen or national, U.S. lawful permanent resident, or person granted refugee or asylee status (or equivalent) in the U.S.; OR (2) undergo additional steps, including but not limited to licensure from the Directorate of Defense Trade Controls (DDTC) in the Bureau of Political-Military Affairs at the U.S. Department of State and/or the Bureau of Industry and Security (BIS) at the U.S. Department of Commerce.

Equal Opportunity Employer

Windings is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected Veteran status. We are committed to providing a workplace free of any discrimination or harassment.

No Soliciting

Windings will not accept unsolicited resumes from individual recruiters or third-party recruiting agencies in response to Windings job postings. No fee will be paid to third parties who submit unsolicited candidates directly to our hiring managers. Pre-approval from the Windings Talent Acquisition team is required before any external candidate can be submitted and such candidate must be submitted to the Windings Talent Acquisition team.