Executive Assistant

2 weeks ago

Coatesville, United States Piasecki Aircraft Corporation Full time $30 - $45
Job DescriptionJob Description

JOB TITLE: Executive Assistant

DEPARTMENT: Front Office

REPORTING TO: Chief Executive Officer

SUMMARY: The Piasecki Aircraft Corporation Executive Assistant is responsible for a broad variety of administrative tasks that support the CEO’s ability to effectively lead the organization. This includes managing and prioritizing CEO’s time to include reviewing/triaging emails and phone calls, tracking follow-up commitments for CEO action, preparing documents for meetings, drafting and maintaining meeting minutes and managing follow up actions, and coordinating schedules and travel arrangements. The Executive Assistant will coordinate with company leadership and front-office staff to execute operational priorities.

RESPONSIBILITIES:

  • Employ effective time management strategies while managing the scheduling, administration , and facilitation of the CEO’s responsibilities to include prioritizing requests, troubleshooting conflicts, and making recommendations.
  • Brief CEO in advance of key engagements including necessary background research to ensure he is fully prepared to participate.
  • Track and manage due dates for proposals, presentations, events, etc. to ensure adequate time for preparation.
  • Communicate effectively with key stakeholders both inside and outside the organization.
  • Act as a liaison between the staff and CEO regarding the company’s climate, employee’s well-being, project updates, proposal and planning.
  • Assist with operational analysis and controls to support organizational priorities and objectives.
  • Plan and secure all necessary arrangements for travel engagements, to include schedule coordination, securing of reservations, notifying relevant organizations and officials at destinations, preparing travel and briefing materials, completing and submitting travel authorization requests, vouchers, and travel reports for both local and international travel.
  • Coordinate scheduling of staff meetings, compiling and presentation of briefing materials, and documentation of meeting minutes and executive summaries.
  • Operational planning, coordination, and execution of various internal and external social functions and events.
  • Organizing, filtering, and prioritizing the CEO's email and other communications and ensure timely responses.
  • Support strategic planning and reviews to maintain current and relevant functions based on products and programs to identify near, mid- and long-term commitments.
  • Assessing risk when business decisions are made.
  • Maintaining confidentiality of sensitive information and exercising discretion in handling confidential matters.
  • Preparing and editing correspondence, communications, presentations, and other documents on behalf of the CEO.
  • Other duties as assigned.

KNOWLEDGE / SKILLS / ABILITIES:

  • Excellent interpersonal skills, proven verbal and written communications, and the ability to work on multi-functional teams in a fast-paced environment.
  • Ability to self-start and multi-task in a fast-paced environment and prioritize multiple tasks with minimal supervision.
  • Able to manage multiple, rapidly changing priorities in parallel
  • Proven ability to make sound decisions on behalf of company leadership.
  • Excellent understanding of political environments and dynamics.
  • Excellent organizational, problem solving, and critical thinking skills.
  • Proven ability to navigate the organizational dynamics effectively.
  • Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook, SharePoint); MS Project preferred.

EDUCATION / CERTIFICATIONS / CLEARANCES:

  • Bachelor’s degree in business administration, operations management, or a related discipline required. Master of Business Administration (MBA) (preferred)
  • 5+ years’ experience directly supporting senior-level managers or executives
  • Ability to obtain/maintain a security clearance
  • 2+ years of experience in DoD acquisition program management office (preferred)

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