Executive Assistant

About the Role

The Executive Assistant to the President & CEO, CFO, COO, BD Director, and HR Director provides high-level administrative, strategic, and operational support. This role serves as a trusted partner, ensuring the efficient management of executive priorities, communications, and organizational initiatives. The ideal candidate is proactive, highly organized, discreet, and capable of managing multiple priorities in a fast-paced environment.

Responsibilities

• Support the President & CEO and CFO with all work assignments and assist the HR Department on a limited basis.
• Direct and manage a complex, high-volume executive calendar in alignment with strategic and operational objectives, including the "company calendar."
• Anticipate conflicts and shifting priorities to protect leadership focus and decision-making capacity.
• Track executive action items and cross-functional deliverables to ensure timely execution and accountability.
• Manage the Visits Log schedule and preparation with the CEO, COO, and BD Director.
• Support CEO, COO, and BDM visits in the company, including VRs, presentations, calendar management, catering, and gifts.
• Lead the implementation of the branding effort in all aspects.
• Manage the company LinkedIn and C4ATS websites.
• Coordinate and execute board meetings, executive sessions, and leadership off-sites in accordance with governance standards.
• Prepare agendas and executive-level presentations.
• Record and maintain accurate minutes, resolutions, and follow-up documentation to support corporate governance requirements.
• Assist in administering the foreign visitor program in coordination with the Trade Compliance Office, ensuring adherence to U.S. export laws and regulatory requirements.
• Maintain strict confidentiality regarding personnel, financial, contractual, and strategic information.
• Support adherence to internal policies, audit standards, and regulatory frameworks.
• Serve as the primary liaison for executive leadership, managing access and ensuring appropriate communication flow with internal and external stakeholders.
• Draft and review executive correspondence, reports, and presentations reflecting organizational standards and compliance expectations.
• Oversee executive expense reporting, invoice processing, and credit card reconciliation in accordance with company policy.
• Monitor and administer the CONCUR expense management system to ensure compliance and reporting accuracy.
• Reconcile corporate telecommunications accounts (C4ATS and RUSDS), coordinate payroll deductions with HR, and manage the Verizon employee phone program.
• Manage complex domestic and international travel arrangements, ensuring efficiency, compliance, and cost-effectiveness.
• Continuously evaluate and improve administrative procedures to enhance operational efficiency and internal controls.

Qualifications

• 5 years of related experience in a manufacturing environment preferred.
• 1-5 years' experience supporting C-level executives, preferably in a corporate setting.
• Proficiency in Microsoft Office programs: Word, Excel, PowerPoint.

Skills

• Knowledge of office machines and facilities maintenance support.
• Understanding of travel procedures.
• Ability to work independently with minimal supervision and in a team environment.
• Strong written and verbal communication skills, with the ability to define and communicate issues clearly and concisely.
• High attention to detail and focus.
• Must be authorized to work in the U.S. and eligible to obtain a passport.

Work Environment

Professional office setting. Reasonable accommodations may be made for individuals with disabilities.

Schedule

9/80 work schedule as assigned by the manager.

Benefits

• Full benefits package, including medical, dental, vision, STD, LTD, GTL, 401(k), holidays, vacation, and paid time off for eligible employees.

C4 Advanced Tactical Systems, LLC is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.