Vip Executive Assistant Jobs (NOW HIRING)

At Janicki Industries, we turn complex ideas into real-world solutions through advanced engineering and manufacturing. Our teams design and build innovative structures, tooling, and systems that support industries including aerospace, space, defense, marine, and architecture.

Across every role, from engineers and technicians to operations and support teams, our people help solve challenging problems, push the limits of design and manufacturing, and create solutions that make a lasting impact.

We are looking for an Executive Assistant to join our growing team.

This position is located on-site in Hamilton, WA State.

Department Summary:

The Executive Assistant role is a senior, high-level position that provides essential support to executive leadership directly, managing complex calendars, high-level communications, confidential information, and cross-functional projects. This role requires anticipating executive needs, streamlining administrative processes, representing leadership with professionalism, and often mentoring other administrative staff. Executive Assistants have greater autonomy, strategic impact, and visibility within the organization.

This position supports executive leadership within a highly technical manufacturing environment and requires an individual who can understand engineering concepts, communicate effectively with technical teams, and serve as a trusted business partner to executive leadership. The ideal candidate is bright, energetic, intellectually curious, and able to quickly understand complex manufacturing operations and business priorities.

Roles & Responsibilities:

• EVP calendars; schedules meetings and conference calls; prepares agendas and materials; ensures participants are prepared.
• Acts as a point of contact between executives and internal/external stakeholders; responds professionally on behalf of executive; drafts routine emails and correspondence.
• Organizes and prepares for meetings, including agenda creation, note-taking, and follow-up on action items; schedules conference rooms and Teams meetings.
• Books travel arrangements, maintains records, reconciles travel credit card statements; supports budget or procurement needs.
• Assists with ad-hoc projects, technical document review, and approvals as directed; ensures deadlines are met.
• Supports executive decision-making by organizing technical information, coordinating with engineering and manufacturing teams, and ensuring critical operational priorities are communicated effectively.
• Demonstrates exceptional organization, attention to detail, discretion, professionalism; works independently under minimal supervision.
• Completes assignments given by the VPs, Directors, Program Managers, and Project Managers.
• Performs other duties as assigned.
• Being at work on time and maintaining good attendance is a condition of employment and is an essential function of your job.

Senior Level:

• Manages complex executive calendars across multiple time zones; prioritizes competing demands; prepares board materials, executive communications, and briefing packets; anticipates needs of leadership.
• Serves as a trusted liaison for executives; handles sensitive/confidential communications; represents executives in meetings; drafts executive-level correspondence and strategic communications.
• Leads or facilitates cross-functional meetings and initiatives; manages complex events, conferences, and executive retreats; ensures seamless execution with minimal oversight.
• Coordinates complex multi-leg travel, VIP arrangements, and expense management; oversees executive budgets; recommends cost-saving strategies while ensuring efficiency and comfort.
• Leads strategic or cross-departmental projects; streamlines office and executive workflows; develops or improves processes to increase executive efficiency; provides guidance to administrative staff.
• Partners effectively with engineering, operations, manufacturing, and planning teams to understand technical discussions, anticipate executive needs, and ensure timely follow-up on strategic initiatives.
• Leverages SAP and other enterprise business systems to support executive reporting, planning activities, and operational coordination.
• Mentors and supports other administrative staff; provides guidance on best practices and executive support standards; acts as escalation point for administrative issues.
• Demonstrates strategic thinking, executive presence, advanced problem-solving, and judgment; anticipates needs and proactively mitigates risks or conflicts; manages sensitive information with discretion.

Basic Qualifications:

• Bachelor's degree in engineering, Manufacturing, Business, or a related technical field preferred. An associate degree or two-year technical degree is also valued. High school diploma or equivalent (GED) required. Equivalent experience supporting executives in a manufacturing or engineering environment will be considered in lieu of a degree, 5–7 years of high-level administrative support experience required. Manufacturing/Engineering environment preferred.
• Working knowledge of engineering principles, manufacturing operations, or technical business environments strongly preferred.
• Experience using SAP or other enterprise resource planning (ERP) systems is strongly preferred.
• Must have strong customer service skills and the ability to multitask.
• Must be able to work well independently and under pressure, meeting and completing multiple deadlines.
• Must possess effective oral and written communication skills.
• Must be familiar with Microsoft Office applications including Word, Outlook, Excel, PowerPoint, and Teams.
• Demonstrated ability to learn and understand technical information quickly, communicate effectively with engineers and manufacturing leaders, and exercise sound judgment with minimal supervision.
• Demonstrated characteristics include high intellectual curiosity, initiative, professionalism, energy, and the ability to anticipate executive needs while operating in a fast-paced manufacturing environment.
• Due to our ITAR and EAR regulations, applicants must be a US Citizen or of Legal Permanent Resident Status as defined by 8 U.S.C. 1324b (a) (3).
• This position requires the ability to obtain a U.S. Secret Security Clearance (U.S. Citizenship Required). Janicki will assist with gaining this access once employed. Special Access Program or other Government Access Requirements are mandatory for this position and requires candidate agreed to enter a Continuous Evaluation program.

Detailed Wage Information:

Wage range for this role is between $65,000 - $92,000 plus a discretionary bonus, 401(k) matching, vacation, and health benefits. Employees can also receive additional pay for off-shifts, off-site work, and access pay. The range provided is Janicki’s estimate of the base compensation for this role. Actual amount offered will be based on job-related and non-discriminatory factors such as experience, location, education, training, skills, and abilities

Benefits:

• Medical, Dental, and Vision insurance with employer contribution
• Disability insurance as well as Life/AD&D insurance
• HSA (Health Savings Account) with employer contribution and FSA (Flexible Savings Account)
• 401k with employer matching
• Paid time off and paid holidays (including two floating holidays)
• Education reimbursement program
• Several shift options
• Premium pay for off-shifts
• Premium pay for security clearance if applicable

Not sure that you’ll be the perfect fit for this role? You should still apply! We’ll review your application for other opportunities. We are always on the lookout for talented people!

By applying for this job, you are expressing interest in this position and could be considered for other career opportunities where similar skills and requirements have been identified as a match. Should this match be identified, you may be contacted for this and future openings.

Janicki Industries is an Equal Opportunity Employer. Janicki Industries does not discriminate on the basis of race, color, religion, sex, national origin, sexual orientation, marital or familial status, physical or mental disability, genetic information, age, retaliation, veteran/military service status, or any other legally protected status. Janicki is proud to be a military friendly employer.

Applicants or employees wishing to view a copy of Janicki Industries’ Affirmative Action Plan for veterans and individuals with disabilities, or applicants requiring reasonable accommodation to the application/interview process should notify the Human Resources Department at (360) 404-1997.

As a federal government contractor and a recipient of federal funding, Janicki is required to abide by federal drug testing requirements (including preemployment drug testing for cannabis). Additionally, because of Janicki’s work on aerospace products and the high volume of safety sensitive positions, Janicki takes the safety of its employees very seriously and requires that employees pass a preemployment drug test prior to starting employment.