Executive Assistant

Job Description

Job Description

Position Summary: The Executive Assistant serves as a trusted partner to the Chief Executive Officer (CEO), Chief Financial Officer (CFO), and Director of Human Resources, providing high-level administrative, organizational, and operational support to ensure the effective execution of strategic business objectives. This position plays a critical role in supporting executive leadership by managing complex schedules, coordinating communications, preparing executive-level presentations and reports, organizing meetings and events, and handling highly confidential information with discretion and professionalism. The Executive Assistant acts as a key liaison between executive leadership, employees, customers, suppliers, board members, investors, and other external stakeholders.

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

· Manage complex, multi-person calendars and information flow for executive leadership

· Arrange travel including flights, hotels ground transportation and itinerary preparation

· Prepare detailed travel packages with relevant documents, agendas, and contact information

· Process travel expense reports and reconcile corporate card statements as needed

· Draft, proofread and format executive level communications, presentations, reports and briefing materials, ensuring version control is accurate and up to date

· Coordinate and prepare materials for board meetings, leadership team meetings and town halls

· Record and distribute meeting minutes, action items and follow-up communications

· Plan and execute on-site and off-site executive events, leadership retreats and other corporate engagements

· Maintain confidential executive files and records in compliance with company and regulatory requirements

· Manage procurement of office supplies and coordinate facilities–related requests for the executive suite

· Provide administrative support for HR initiatives including preparation and distribution of organizational announcements and leadership communications

· Support onboarding activities for corporate-level hires and senior leadership

· Assist CFO with preparation of spreadsheets, reports and financial presentations as needed

· Provide general administrative support to the executive leadership team

• Qualifications:

o Required:

§ 5+ years of executive assistant experience, preferably supporting C-suite or senior leadership

§ Exceptional organizational skills with demonstrated ability to manage multiple priorities simultaneously

§ High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

§ Strong written and verbal communication skills

o Preferred:

§ Experience with HRIS system, preferably UKG, is preferred

§ Familiarity with ITAR (International Traffic in Arms Regulations) and export control compliance requirements

• Physical Requirements:

o Ability to remain seated and work at a computer for extended periods of time

o Ability to occasionally lift and carry office materials weighing up to 20 pounds

• Work Environment:

o Professional office environment located at corporate headquarters

o Frequent interaction with executive leadership, business unit leaders, customers and other stakeholders

o Fast-paced environment requiring adaptability, discretion and professionalism

Supervisory Responsibilities: None.

Travel Required: Occasional travel may be required.

Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the employee(s) will possess the skills, aptitude, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety to themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

Affirmative Action/Employment Opportunity (EEO) Statement: ALIGN PRECISION is an equal opportunity employer and values diversity at our company. We are committed to creating a workplace where all qualified individuals are welcome and can thrive, regardless of race, religion, color, national origin, gender, sexual orientation, gender identity, age, marital status, veteran status, disability status, or any other characteristics protected by law.