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 role is responsible for 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/ .