Executive Staff - Executive Admin Assistant

Standard Motor Products, Inc.•New York, NY

18h•$80,000 - $110,000•Hybrid

About The Position

We’re seeking a highly organized and pro-active Executive Assistant with 10+ years of executive level administrative support experience. This role reports to the Chief Human Resources Officer and supports our Executive Leadership Team, Board of Directors, and Emeritus Chairman, and is essential to keeping our operations running smoothly. Success in this position requires exceptional communication skills, sound judgment, and the ability to manage complex priorities with discretion.

Requirements

10+ years of executive administrative support, preferably supporting C-Suite or senior leadership
Strong proficiency in Microsoft Office Suite, SharePoint, Zoom, and board portal systems (Diligent preferred)
Proven ability to handle sensitive information with discretion
Excellent organizational, communication, and multitasking skills

Responsibilities

Manage complex calendars, meetings, and appointments for senior executives.
Oversee executive communications, including calls, follow-ups, and routing inquiries.
Prepare, organize, and distribute correspondence and documentation.
Coordinate with administrative teams across multiple SMP facilities.
Schedule meetings for executives and cross-functional departments.
Organize Zoom meetings for internal teams.
Handle confidential and sensitive information with absolute discretion.
Plan various team meetings, including catering, transportation, and materials.
Coordinate departmental lunches, dinners, and special events.
Ensure availability alignment across managers and executives.
Provide administrative support to the Legal department, including maintaining corporate books and records, and assisting counsel with internal and external communications.
Obtain executive signatures for resolutions and legal documents.
Manage distribution of fully executed documents.
Serve as the primary administrative liaison to the Board.
Coordinate quarterly board meetings, including travel, meals, and event logistics.
Assist with the organization and distribution of materials for Board, Committee, and Shareholder meetings.
Upload governance materials, reports, and newsletters.
Distribute approved meeting minutes to internal and external audit teams.
Arrange executive and board travel, including flights, hotels, and ground transportation.
Distribute travel itineraries and documentation.
Maintain the SharePoint sites with agendas and presentations.
Coordinate document pickup and drop-off with the storage facility.
Manage office supply orders for corporate teams.
Order business cards for sales and NY employees.
Review and code invoices for Accounts Payable.
Provide printing, scanning, mailing, and faxing support.
Support personal correspondence for the Emeritus Chairman.