Executive Assistant/Office Manager

Essential Duties and Responsibilities
include, but are not limited to, the following:

Performs various clerical and administrative duties, but with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential.

Supports Executives in building presentations for business review meetings, monthly and quarterly, staff meetings, board of directors' meetings, etc.

Manage complex, dynamic calendars for the CEO and Executive Team, prioritizing meetings and resolving conflicts across multiple time zones.

Coordinate all aspects of travel (domestic and international), including itineraries, visas when needed, ground transportation, and last-minute changes.

Plan, schedule, and prepare for board, leadership, and staff meetings, ensuring agendas, materials, and logistics are ready in advance.

Assists the Executive leadership team with travel arrangements, calendar management, expense reports, and project assistance.

Serve as a primary point of contact between the CEO, internal leaders, and external stakeholders, ensuring timely and professional communication.

Concur management in support of the CEO only: review and approve the CEO's direct reports' traveling requests and expense reports in compliance with the company's policies and regulations.

Manage expense reports, invoices, and credit card reconciliations for the CEO and other executives, ensuring compliance with company policies.

Provides timely and accurate processing of forms, records, and reports upon request.

Monitor and manage office budget, including expenses related to supplies, equipment, and facilities, and re-order materials as necessary.

Support maintenance and repairs of office facilities and equipment and coordinate with vendors and service providers to handle any issues or troubleshooting of office equipment in collaboration with VP, Operations, and IT accordingly.

Support onboarding and integration of visiting executives and guests, including logistics, workspace set-up, and meeting coordination.

Identify opportunities for process improvement proactively.

Work with other functional leaders to support successful business operations.

Partner closely with HR, Finance, IT, and Operations to ensure smooth execution of executive priorities and company-wide initiatives.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to use methods appropriate for the situation when learning new things and understand the implications of the information learned.

Must be highly motivated, a self-starter with demonstrated ability to multitask

Strong organizational and administrative skills, as well as proficiency in computer and database management

Excellent communication and interpersonal skills.

Able to manage efficiently and effectively multiple competing priorities

Demonstrated capability to work with a diverse group of people.

Able to work flexible hours, including evenings and weekends when necessary

The ability to maintain confidentiality and accuracy is critical.

Demonstrated problem-solving and decision-making abilities, along with integrity, assertiveness, and flexibility.

Able to cope with and thrive in a high-pressure work environment.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

High degree of emotional intelligence, professionalism, and executive presence.

Ability to multitask and manage follow-up items across various workstreams without losing track.

High attention to detail with zero tolerance for errors in scheduling, documents, or communications.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical
- Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.

Problem Solving
- Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.

Technical Skills
- Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Customer Service
- Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills -
Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication
- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Effectively communicates both verbally and in writing with an understanding of the sensitive/confidential nature of material and as appropriate for the needs of the audience.

Written Communication
- Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork -
Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Quality Management
- Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Diversity
- Demonstrates knowledge of Equal Employment Opportunity policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

Ethics
- Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support -
Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Judgment
- Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation
- Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Professionalism
- Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality
- Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity
- Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Safety and Security
- Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Adaptability
- Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality
- Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability
- Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan

Initiative
- Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Innovation
- Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Education and Experience:

Bachelor's degree in a related field

5 to 7 years of Executive Assistant experience supporting C-suite or senior executives in a fast-paced, high-growth, or global environment.

Proven experience managing complex calendars, shifting priorities, and competing demands across multiple time zones.

Experience supporting Board of Directors, executive leadership teams, or high-visibility stakeholders preferred.

Prior experience in aerospace, defense, manufacturing, or similarly regulated industries is a plus.

Technical Skills:

Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom.

Comfortable working in HRIS, CRM, or project-management platforms (e.g., Paylocity, Salesforce, Asana, ).

Strong document production skills: professional formatting, proofreading, editing, and drafting.

Ability to quickly learn new systems, tools, and processes; tech-savvy and adaptable.

Travel:

10% or less.