Administrative Assistant

Administrative Assistant

At PLEXSYS, our teams design, build and deliver Live, Virtual, and Constructive (LVC) innovation and training solutions to customers around the world. With over 200 employees in seventeen states and four foreign countries, we contribute our success to enabling better training…everyday…across the globe.

As an employee of PLEXSYS, you'll find a culture that empowers you to achieve your professional objectives, give your personal best, and work with other highly passionate individuals. Our core values of integrity, excellence, teamwork and agility drive our daily decisions, identify our focus areas, and inspire our organizational culture.

General Description

The Administrative Assistant provides high-level administrative support to members of the C-suite while reporting directly to the Senior Operations Coordinator. This role ensures smooth daily operations by managing executive calendars, preparing materials, coordinating communication, and handling sensitive information with professionalism and discretion. The ideal candidate is proactive, organized, and comfortable supporting multiple leaders with varying needs.

Duties & Responsibilities

With significant direction from the Senior Operations Coordinator, the Administrative Assistant will be responsible for the following tasks and functions:

• Provide comprehensive administrative support to C-suite executives, including managing calendars, scheduling meetings, coordinating travel, and completing expense reports.
• Maintain clear, timely communication between executives, internal teams, and external partners.
• Coordinate and organize executive meetings, including agenda preparation, note-taking, and follow-up actions as requested.
• Monitor and manage executive email inboxes, triaging messages, drafting responses, flagging priorities, and ensuring timely follow-up.
• Work closely with the Senior Operations Coordinator to align priorities, support operational initiatives, and ensure seamless workflow across departments.
• Assist with document creation, editing, and formatting for presentations, reports, and executive communications.
• Manage confidential and sensitive information with the highest level of discretion.
• Maintain and organize files and records to ensure accurate and accessible documentation.
• Support Operations events, executive off-sites, special projects, and other duties as assigned.
• Serve as a professional, welcoming point of contact for internal and external stakeholders interacting with the C-suite.

Required Qualifications

• 1-2 years proven work experience as an Administrative Assistant or similar role.
• Ability to travel both domestically and internationally.
• High proficiency with Microsoft Office tools including Teams and Sharepoint.
• Strong organizational and time-management skills with the ability to prioritize effectively.
• Completely trustworthy to protect and appropriately handle sensitive information.
• Exceptional interpersonal and communications skills.
• Highly professional and friendly demeanor in collaborating with internal and external stakeholders.
• Ability to obtain and maintain a Top Secret security clearance.

Preferred Qualifications

• Experience working in a fast-paced corporate or operational environment.
• Experience coordinating multiple schedules for leadership or cross-functional teams.
• Familiarity with project coordination or workflow management tools.
• Associate degree or higher in business administration or a related field.

Perks

As a PLEXSYS employee, you can expect certain advantages; such as advancement based on performance, competitive wages, valuable benefits and a great working environment. Our team is committed to ensuring an environment that empowers individuals to realize their full potential by providing opportunities and necessary support to achieve personal and professional goals.

• Medical/Vision/Prescription/Dental Benefits
• Life, AD&D and Long Term Disability Coverage
• Paid Holidays, Military Leave, and Paid Time Off
• 401k Plan with eligibility from first day of employment
• Education reimbursement for job-related courses for full-time employees
• PriceClub/COSTCO/Sam's Club annual membership