Executive Admin Assistant

Job Details

Description

Shaping the future through innovation and discovery!

With a history spanning more than seven decades, Communications & Power Industries’ thousands of products have impacted people’s lives in numerous unseen ways every day. Our highly engineered products serve as the backbone of modern-day commercial and military communications systems, aid in the treatment of cancer, assist in diagnosing medical conditions, support and protect soldiers, sailors, and pilots, empower scientific discoveries and space exploration, help ensure the safety of imported foods and materials, and much more.

CPI is headquartered in Plano, Texas and is a global manufacturer of electronic components and subsystems. We have manufacturing locations in the United States, Canada, Europe, and Asia. With a heritage of technological excellence, our team serves customers in the communications, defense, medical, industrial, and scientific markets.

Job Summary

This position is responsible for providing a full range of executive administrative (EA) support to the CEO, CFO, Division Presidents, and other executives. The EA will manage their calendars, meeting and travel schedule and associated arrangements, expense reporting, and other responsibilities so the executives can focus on successfully running a business enterprise. The EA will organize and manage board and senior staff meetings, business meetings, strategy sessions, and special assignments as needed. As a result, the EA must be flexible to work overtime and/or outside of normal business hours when necessary and must demonstrate maturity, high initiative, trustworthiness, timeliness, precision, and adherence to confidentiality always.

This is an onsite position open to our Conover, NC, State College, PA, Stow, MA, or Plano, TX facility.

Primary Duties And Responsibilities Of The Job

• Responsible for the critical organization, prioritization, and scheduling for executives.
• Prioritizes and coordinates executive’s calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff.
• Manages frequently changing schedules and appointments as well as coordination of projects and tasks.
• Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations.
• Composes correspondence, captures meeting notes and action items, monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the executive’s attention.
• Drafts, proofreads, and finalizes high-level written correspondence that is consistently error-free.
• Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, “All Hands” and “Town Hall” meetings to include reserving rooms, preparing for the event, coordinating with on- site facilities and information technology experts, and facilitating events as needed.
• Organizes local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel.
• Prepares expense reports for travel reimbursements to ensure timely filing.
• Obtains data from various sources, analyzes data and information, and prepares reports as needed.
• Enters, formats, and proofreads inputs into Excel Spreadsheets, PowerPoint, and Word documents.
• Fosters an environment of trust and teamwork builds collaborative relationships, internally and externally.
• Communicates effectively with executives to keep them informed of upcoming commitments and responsibilities.
• Communicates professionally and effectively with staff and customers.
• Works on multiple projects in a fast-paced environment dealing with confidential/sensitive information.
• Handles sensitive and confidential information in an appropriate manner without exception.
• Collaborates to improve processes and procedures.
• Maintains strict confidentiality in all matters.
  
  

Minimally Required Skills

• Complete understanding of the general and technical aspects of the job and the company
• Works independently and as a team in a complex and dynamic office environment.
• Excellent organization and time management skills, attention to detail, and ability to multi-task high priorities
• Must be highly proficient with Microsoft Office, to include Outlook, Word, Excel, and PowerPoint
• Ability to convey effectual presence through high-level, professional written and oral communications.
• Strong interpersonal skills and a professional demeanor in interacting with a wide variety of people.
• Works effectively with a geographically dispersed and frequently virtual team.
• Cultivates customer and staff confidence at a senior level.
• Effectively and efficiently works within time constraints and adjust to changing circumstances.
• Self-starter who can work independently, with or without established procedures.
• Develops procedures to ensure consistent work performance.
• Ability to correct course, sometimes at the last minute, to improve outcomes.
• Provides constructive guidance and feedback, and openly receives the same.
• Applies discretion when dealing with sensitive information/situations.
• Must have strong attention to detail and a penchant for producing error-free work.
• Must have excellent writing and editing skills, vocabulary, and grammar.
• Must have experience in managing information and tasks easily.
• Must have current information technology skills and experience.
• Contact with internal and external co-workers, managers, directors, and executives, executive staff, employees, and administrative staff; Department of Defense and other federal agencies and departments; and other professional organizations.
• Due to the nature of work performed, U.S. citizenship is required.
  
  

Minimum Job Requirements (including Degrees, Licenses And/or Certifications)

• Bachelor’s Degree or equivalent and a minimum of 2 years administrative and/or business support experience preferred or 5 years of experience in an administrative role with no degree.
  
  

Travel

• 15%
  
  

What We Offer

Whether you are a seasoned professional or just embarking on your career, CPI is an ideal place to expand your knowledge and expertise. We cultivate a healthy, dynamic, and team-oriented environment that empowers our employees to develop, create and deliver innovative, reliable technology solutions to power, connect, protect, and support a better tomorrow.

We offer our employees an attractive compensation package with competitive salaries and comprehensive benefits, including health and wellness programs, career development, generous retirement savings plan with company match and more!

Who We Are

We value the unique and diverse skills, qualities, and backgrounds that each employee brings to CPI, and we respect each employee as an integral member of our growing team. CPI is committed to providing equal employment opportunities for all current and prospective employees, as well as to promoting a culture of inclusion and respect for everyone. We celebrate the innovation that diversity creates in the work environment, and we recognize that each employee brings their own unique capabilities, experiences, and perspectives to the organization. It is this variety that adds value to our teams, as well as to our stakeholders. We welcome and encourage applicants to reach their full potential with us.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)