Executive Assistant

The Executive Assistant serves as a strategic partner to the President and Vice President, playing a key role in ensuring operational efficiency, clear communication, and organizational alignment.

This is a full-time, on-site position focused on managing daily priorities, driving key initiatives, and enhancing collaboration between leadership, staff, clients, and community stakeholders. 

Key Responsibilities:

• Provide comprehensive administrative support for the President and Vice President, including scheduling, meeting coordination, meeting minutes, material preparation, travel arrangements, expense reporting, processing invoices, and general administrative tasks.
• Coordinate daily calendar schedules for the President.
• Collaborate closely with the President, Vice President and members of the Leadership Team.
• Screen and prioritize President’s incoming communications (calls, emails, mail), ensuring timely responses and appropriate delegation.
• Track organizational projects, key deliverables, and action items, providing reminders and updates to keep initiatives on schedule.
• Actively contribute innovative ideas and process improvements to enhance team effectiveness and operational efficiency.
• Assist with special projects and initiatives as assigned by leadership.
• Maintain accurate records, files, and databases.
• Handle incoming and outgoing mail, packages, and deliveries for the Branch Office.
• Manage inventory of office supplies and oversee the maintenance and repair of office equipment.
• Administer the Employee Apparel Program.
• Apply for State Training Grants as they become available.
• Manage company cell phone purchases and repairs.
• Serve as Liaison with office cleaning company.

Qualifications:

• Bachelor’s degree preferred; equivalent experience considered.
• 5+ years of administrative experience supporting senior leadership, preferably in engineering or business services environments
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills with keen attention to detail.
• Proficient with Office 365 Suite (PowerPoint, Outlook, Word, Excel) and collaboration platforms (Google Meet, Teams, Zoom)
• Skilled in accurately submitting and tracking expense reports
• Demonstrated ability to build and maintain effective working relationships across diverse teams and stakeholders.
• High level of professionalism, discretion, and integrity.
• Ability to handle confidential information with discretion
• Ability to work quickly, balance competing priorities, and develop solutions to problems

Personal Attributes:

• Collaborative team player with a positive, can-do attitude.
• Committed to excellence, compassion, and doing the right thing
• Adaptable, flexible, and comfortable managing change.
• Detail-oriented with a proactive, problem-solving mindset
• Proactive and resourceful, with the ability to anticipate needs and solve problems independently.

How to Apply:

Interested candidates should submit their resume and complete the form at https://www.fairchildcommunications.com/careers/ .