Executive Administrative Assistant

Job Description

Job Description

Job Title: Executive Administrative Assistant

Company: Custom Control Sensors, LLC

Location: Phoenix, AZ

Employee Type: Full Time, on-site

Industry: Manufacturing

Job Type: Administration

Education: High School Diploma or equivalent GED required; some college preferred

Experience: 6+ months of business school or administrative training highly desirable

Company Overview:

Custom Control Sensors, LLC (CCS) is a global leader in the design, development, manufacturing and supply of pressure, temperature and liquid flow switches and sensors for the Aerospace, Defense and Industrial markets. Since 1957, CCS has been providing high reliability electro-mechanical devices that utilize the "DUAL-SNAP" action disc spring principle pioneered by Custom Control Sensors.

CCS’ Airborne Division provides standard and custom switches, sensors and transducers to the aerospace, defense, commercial aviation and government markets. CCS also supplies original PMA parts for various Boeing, Airbus and business aviation aircraft.

CCS’ Industrial Division provides pressure and temperature switches, sensors and transmitters for process control of global oil & gas, petro-chemical, power generation, steel manufacturing, tire manufacturing, automotive, medical and various other industrial equipment.

CCS is an ISO 9001:2015 and AS9100D certified company.

Benefits:

• Medical
• Dental
• 401k with Match
• Employer funded Life Insurance, Short-term Disability, and Long-term Disability
• Paid Sick and Vacation Leave
• 9 Paid Holidays

Position Summary:

Under general supervision, the Executive Administrative Assistant provides high-level administrative and operational support to the executive team of a family-owned business. The role involves managing legal and compliance documentation, supporting financial operations, maintaining permit and licensing requirements, and coordinating a wide range of corporate tasks across multiple entities. The position requires independent judgment, organizational excellence, and a thorough understanding of company operations and applicable regulations.

Key Responsibilities and Skills:

Executive & Administrative Support

• Perform diversified and advanced administrative functions with minimal supervision
• Open and distribute executive mail
• Receive and direct calls, manage sensitive correspondence, and maintain confidentiality
• Maintain high-quality written documentation and produce error-free reports and forms
• Manage highly confidential information and demonstrate strong professional discretion

Legal & Compliance

• Prepare, file, and track state, federal, and city compliance forms and registrations
• Maintain records of corporate filings, insurance, permits, and official documents
• Support contract review processes and documentation for legal and customer matters
• Coordinate renewals and filing deadlines for trademarks, patents, fictitious business names, business licenses, and annual reports across multiple entities and states
• Assist with Export, EAR, and ITAR compliance and documentation
• Maintain strong working knowledge of government registration systems
• Maintain tracking and renewal schedules for Certificates of Insurance (COIs) and Liability coverages
• Manage and renew local and state permits including, fire assembly, alarm, and hazardous material permits; City Tax Registration Certificates; and Seller’s Permits and Unified Program Facility documentation
• Ensure visibility and posting compliance of required permits at appropriate locations
• Track and manage trademark and patent filings, renewals, and applications (U.S. and international)
• Coordinate communications with legal counsel and relevant government bodies
• Support document control processes including classification, retention, and archiving
• Maintain a multi-year task calendar and proactively ensure on-time completion of all administrative, legal, and compliance deadlines
• Coordinate reminders and task tracking across departments and business units

Finance & Treasury Operations

• Support accounting operations including credit card management, check deposits, and W-9s
• Track and process recurring financial obligations
• Maintain accounting calendar
• Communicate with banks regarding accounts and fund transfers, and download monthly statements
• Assist tax team with timely signing and filing of tax returns

Requirements:

• Due to company’s need to maintain ITAR compliance, must be US Citizen or legal permanent resident
• Ability to handle confidential information with high level of discretion
• Possess current Notary Public license (or ability to obtain)
• Strong written and verbal communication skills
• Experience working with QuickBooks required
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)
• Strong attention to detail and organizational skills
• Adaptable, self-directed, and capable of handling multiple tasks independently
• Must be able to sit for prolonged periods and lift up to 10 pounds occasionally
• Ability to work overtime or attend off-site training as needed

EEO M/F/D/V

Custom Control Sensors, LLC. is an Equal Opportunity/Affirmative Action employer. All qualified applicants for employment shall receive fair and equal treatment regardless of their race (including hair texture and protective hairstyles, such as braids, locks, and twists), color, religion, creed, sex/gender, marital or registered domestic partnership status, age, national origin or ancestry, citizenship, pregnancy, childbirth, breastfeeding or related medical conditions, mental or physical disability (including HIV and AIDS), medical condition including genetic information or characteristics (including those of family members), sexual orientation, veteran or military status, gender identity, gender expression, transgender status or any other basis protected by federal, state or local law, ordinance or regulation. The policy not to discriminate includes, but is not limited to, advertising for positions, recruiting, hiring, placement, promotion, transfer, rates of pay, discipline and termination.