Executive Office Administration Jobs (NOW HIRING)

Job Summary: 

The Executive Support & Office Administration Manager position provides executive administrative support services to all company executive committee members including the CEO.  Responsibilities cover a wide variety of tasks that require a high degree of confidentiality and professionalism.  Areas of support include and are not limited to: use of Outlook for executive calendar management and coordination of meetings, PowerPoint presentation and general report preparation, data compilation, making domestic and international travel arrangements, completion of and filing of expense reimbursements, as well as special projects as they arise.  

The position involves a high degree of interaction with all levels of management, external vendors/guests and internal employees.  Tasks range from simple to complex.  Organization, follow-through, attention to detail, confidentiality, and communication skills are critical factors in the daily administration of this position, performing a range of tasks related to the smooth running of an office, overseeing administrative staff, and ensuring that office operations are efficient and effective.   

The Executive Support & Office Administration Manager is responsible for supporting and facilitating the operations of the Greenpoint Corp office and supporting the staff, with daily duties and responsibilities including working independently using technical judgment, while executing multiple tasks demonstrating excellent communication and multitasking skills, a positive attitude and a strong work ethic. 

This position typically reports to the site GM / CEO / EVP.  

 This is a temporary role employed through an agency. 

Summary of Duties: 

• Actively pursues continuous improvement and ease of doing business to meet or exceed the executives' needs and to further overall company goals and objectives.
• Supervise administrative staff and divide responsibilities to ensure performance across 5 sites
• Management of various executive daily, weekly, monthly calendars.
• Responsible for Executives' expense reports and purchase orders.
• Manage executive team schedules, calendars and appointments 
• Coordinate travel logistics for purpose of business travel - lodging, air reservation, rental car, etc. 
• Responsible for a department procurement card and the monthly reconciliation of the statement.
• Preparation of letters, reports, forms, schedules, and other materials.
• Development, preparation or the editing of presentations. 
• Track department, or group level, performance (KPIs) and publish accordingly.
• Coordination of various high-level meetings and events, on and off-site, throughout the year.   
• Collects and enters data into spreadsheets and uses expertise & to reduce and analyze this data.  
• Maintains the day-to-day functions of the office facilities  
• Ensure the office is well-maintained, organized, and secure
• Control correspondence; assign administrative duties and delegate responsibilities
• Ensure office efficiency by maintaining office equipment and inventory supplies 
• Organize office layout and maintain supplies of stationery and equipment 
• Ensure security, integrity and confidentiality of data 
• Collaborates with other administrative staff, departments and/or management, as necessary. 
• Assists other departments with special projects.

General Duties: 

• All employees have an affirmative duty to protect and maintain the confidentiality of the Safran proprietary information. 

• All employees are required to productively react to change and handle other essential tasks as assigned now or in the future. 

Qualifications: 

Education: High School diploma or equivalent. 

Experience:  10+ years of high-level administrative support, 8 years supporting senior executives 

Computer Skills:  

• Strong Microsoft Office (Outlook, Excel, Word, PowerPoint, Access, Project, etc.) skills  

• Familiarity with picture editing. 

• Technical skills demonstrating ability to host video/non-video conference meetings, etc. 

Other Skills:  

Excellent organizational skills 

Impeccable oral and written communication skills 

Demonstrated ability to handle multiple projects and assignments with attention to detail 

Problem solving, well organized, detailed oriented and accurate.  

Understanding of necessity to maintain strict confidentiality. 

Additional Preferred Skills: (not required) 

• Associate or Bachelor's degree or higher 

• 15+ years of administrative support experience with at least 10 years supporting a senior executive 

The expected WA salary range for this position is between $100,000.00 - $127,000.00 USD. Actual compensation will be determined based on experience, education, location, and other factors permitted by law. Our suite of comprehensive benefits include healthcare (medical, dental & vision), life insurance, paid time off, and a 401(k) savings plan with company match.