Executive Virtual Assistant Jobs in Rochester, NY

Job Description: Executive Assistant

Location: Headquarters - Fairport, NY (290 Woodcliff Drive, Suite 101A)
Reports To: Chief Executive Officer / Executive Team
Job Type: Full-time (On-site)

About Spartronics

Spartronics is a leading provider of product design and manufacturing services, specializing in high-mix, low-volume production for complex electronic and electromechanical devices. We serve critical industries, including medical, aerospace, defense, and space applications. Our mission is to provide world-class manufacturing solutions with a commitment to quality and integrity.

About the Opportunity

Spartronics is seeking an experienced, proactive, and discreet Executive Assistant (EA) to provide comprehensive, high-level administrative support to our CEO and Senior Executive Team at our Fairport, NY headquarters. This role acts as a trusted partner, managing complex schedules, prioritizing critical tasks, and facilitating smooth communication across our manufacturing sites.

Key Responsibilities

• Executive Support & Scheduling: Manage complex, dynamic calendars for the CEO and key executives, resolving conflicts and prioritizing meetings, often across multiple time zones.
• Communication Liaison: Act as the primary point of contact between executives, internal staff, and external partners/board members. Draft correspondence, manage emails, and handle sensitive information with extreme discretion.
• Travel & Expense Management: Coordinate extensive domestic and international travel, including itineraries, visas, and accommodation. Prepare and reconcile expense reports accurately.
• Meeting Preparation: Organize Board of Directors meetings, executive staff meetings, and town halls. Create agendas, prepare presentations (PowerPoint), take minutes, and track follow-up actions.
• Operational Support: Assist with special projects, research, and data analysis to support strategic decision-making. Organize site visits and events.
• Office Management: Ensure the executive office runs efficiently, including managing office supplies, vendor relationships, and welcoming VIP guests.

Required Qualifications

• Experience: 5+ years of experience supporting C-suite executives, preferably within a manufacturing, technology, or aerospace industry.
• Education: Bachelor’s degree in Business Administration, Communications, or a related field required
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams). Knowledge of SAP Concur is a plus.
• Judgment: Proven ability to handle highly confidential and sensitive information with absolute discretion.
• Communication: Exceptional written and verbal communication skills, with a professional demeanor.

Desired Attributes

• Proactive Mindset: Ability to anticipate needs before they arise and take initiative.
• Organizational Skills: Strong attention to detail and ability to manage multiple priorities simultaneously in a fast-paced environment.
• Problem-Solving: Strong critical thinking and ability to adapt to changing priorities.

Travel Requirements- Up to 10% travel expected

Why Join Us?

At Spartronics, you will play a key role in supporting the growth of a company enabling critical technological advancements. We offer competitive pay, comprehensive benefits, and a collaborative work environment.

Compensation:

This is an exempt level position with a salary range of $75,000-$85,000 annually. Compensation is based on previous Executive Assistant experience, education, and prior experience in the Manufacturing, Technology, or Aerospace industries.

Our Benefits:

• Medical, Dental, and Vision Insurance Plans.
• HSA/FSA Options.
• 401(k) with company match.
• Paid holidays and paid time off (PTO) promote a healthy work-life balance and improve overall well-being.
• Company-paid life and disability insurance equal to one times your annual salary, with options to increase coverage amounts.
• Basic Short-Term and Long-Term Disability insurance (company paid), with options to increase coverage amounts.
• Voluntary insurance plans at a group discount.
• Employee Assistance Program.
• Tuition Reimbursement Program.
• Opportunities to grow and excel in the Electronics Manufacturing industry at a company that values promotions and learning from within. Every day is different, challenging, and rewarding

How to Apply

Ready to take the next step in your career? Please submit your resume and a cover letter outlining your relevant experience and why you are the ideal candidate for this role.

Spartronics is an equal opportunity Employer/Veteran/Disabled 41 CFR 60-1.4. We comply with federal Affirmative Action guidelines in all employment opportunities for qualified employees and applicants. We encourage applications from candidates of all backgrounds and experiences.