Executive Assistant

Job Description

POSITION SUMMARY

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The Executive Assistant provides high-level administrative and organizational support to executive leadership at Federal Pacific. This position manages executive schedules, meetings, travel, communications, and other administrative priorities while serving as a key point of coordination between leadership and internal and external stakeholders.

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The successful candidate will be highly organized, proactive, and detail-oriented, with the ability to anticipate needs, manage competing priorities, exercise sound judgment, and handle confidential information with discretion. This role requires flexibility and professionalism in a fast-paced, growing, multi-site manufacturing organization.

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PRIMARY RESPONSIBILITIES

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Executive Support

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• Provide comprehensive administrative support to executive leadership.

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• Manage executive calendars, appointments, meetings, and scheduling priorities.

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• Anticipate scheduling conflicts and changing priorities and proactively coordinate solutions.

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• Manage incoming requests and communications, helping prioritize matters requiring executive attention.

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• Prepare, review, proofread, and format correspondence, presentations, reports, spreadsheets, and other business documents.

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• Maintain organized executive records and files and handle confidential business and personnel information with discretion.

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Meetings & Leadership Coordination

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• Coordinate executive leadership, departmental, Board, and other internal and external meetings.

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• Prepare and distribute agendas, presentations, reports, and supporting meeting materials.

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• Coordinate meeting logistics, including rooms, technology, meals, visitors, and other arrangements.

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• Attend meetings when requested to document key decisions, commitments, and action items.

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• Track action items and follow-up activities to support timely completion of executive commitments.

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Travel & Expense Coordination

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• Coordinate executive business travel, including airfare, lodging, transportation, itineraries, and related meeting arrangements.

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• Manage changes to travel plans and address logistical issues as needed.

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• Prepare and process expense reports and supporting documentation accurately and timely.

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Communication & Business Coordination

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• Serve as a professional point of contact for executive leadership with employees, customers, vendors, business partners, Board members, and visitors.

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• Draft and proofread executive correspondence and communications as requested.

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• Facilitate communication and coordination between executive leadership, departments, company locations, and affiliated businesses.

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• Build effective working relationships throughout the organization and appropriately handle sensitive or time-critical requests.

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Projects, Events & Special Assignments

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• Assist executive leadership with special projects, research, presentations, and organizational initiatives.

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• Gather and organize information from departments for executive review.

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• Assist with leadership meetings, company events, customer visits, and other organizational activities.

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• Coordinate executive and company visitors, including schedules, meetings, facility arrangements, and related logistics.

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• Identify opportunities to improve administrative processes and executive office efficiency.

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• Perform other duties and special assignments as required to support executive leadership and organizational needs.

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TECHNICAL SKILLS & COMPETENCIES

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• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

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• Exceptional organizational, time-management, and prioritization skills.

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• Excellent written and verbal communication skills.

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• Strong attention to detail, proofreading, and document preparation abilities.

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• Ability to manage multiple priorities and adapt to changing business needs.

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• Strong judgment, initiative, problem-solving, and follow-through.

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• High level of professionalism, integrity, discretion, and confidentiality.

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• Strong interpersonal skills with the ability to work effectively with executives, employees, customers, vendors, and other stakeholders.

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• Ability to work independently while collaborating effectively across the organization.

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EDUCATION AND EXPERIENCE REQUIREMENTS

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• Associate's or Bachelor's degree in Business Administration, Office Administration, Communications, or a related field preferred.

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• 5+ years of progressively responsible administrative or executive support experience preferred.

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• Previous experience supporting senior or C-suite executives strongly preferred.

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• Experience managing complex calendars, meetings, travel, and executive communications.

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• Demonstrated experience handling confidential and sensitive business information.

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• Experience working in a manufacturing, industrial, multi-site, or corporate environment preferred.

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TRAVEL

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Travel as required to meet business needs, including occasional travel between Federal Pacific and affiliated company locations.

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EMC expects that every team member will be guided by EMC’s Guiding Principles

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DISCLAIMER

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The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

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