Executive Administrative Assistant

About the role

Axalta Coating Systems is seeking an Executive Administrative Assistant to provide comprehensive administrative support to senior executives, including managing complex calendars, scheduling meetings, and organizing domestic and international travel.

Responsibilities

• Provide day-to-day administrative support to senior executives, including managing complex calendars, scheduling meetings, and organizing domestic and international travel.
• Assist with confidential executive communications, including internal memos, stakeholder correspondence, and presentations involving technical and regulatory data.
• Cook up logistics for board meetings, safety reviews, investor meetings, and cross-functional workshops and functional meetings, regional and global in nature.
• Maintain and organize confidential documents, including regulatory filings, safety protocols, operational reports, and industry certifications.
• Prepare and reconcile expense reports and assist in department budget tracking.
• Interface with plant leadership and HR leadership interface, R&D teams, legal, EHS (Environmental Health & Safety), and supply chain departments to support executive initiatives.
• Adhere to HR deadlines, track deadlines and deliverables related to compliance, quality assurance, and reporting schedules.
• Process purchase requisitions for all requirements of the Troy office.
• Assist with maintenance and operations of the Troy office.
• Provide vacation support to other Admins.
• Key member of the office engagement committee, identify event opportunities, support the scheduling, and ensure events are successful.
• Support confidential special projects including M&A and/JV activities.
• Ensure executives are fully briefed and prepared for all meetings with accurate, up-to-date materials and background.

Qualifications

• 5+ years of experience supporting senior-level executives, ideally in a manufacturing, chemical, or industrial environment.
• Strong understanding of regulatory and compliance-driven industries, such as chemical, pharmaceutical, or energy sectors.
• Excellent verbal and written communication skills, with a high degree of professionalism and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook); familiarity with document management systems and industry software is a plus.
• Workday or similar HRIS system highly desired.
• Demonstrated ability to manage confidential information with the utmost discretion.
• Strong organizational skills with the ability to anticipate needs, think critically, and offer solutions.
• Prioritize proven ability to assess office process flows and identify opportunities for improvement.
• Must have experience in booking International Travel.
• Preferred qualifications include experience supporting executives in a publicly traded or global chemical company, familiarity with regulatory frameworks such as OSHA, EPA, REACH, or TSCA, and a highly polished and professional candidate who has supported Senior Manager and up to C-Level Executives.