Executive Administrative Assistant

PRYER AEROSPACE LLC•Tulsa, OK

9d•Onsite

About The Position

The role of Executive Administrative Assistant is highly professional, detail-oriented, providing comprehensive administrative and strategic support to the Executive Team. This is a fast-paced aerospace and spacecraft manufacturing organization. This role requires exceptional organizational and communication skills, a high level of discretion, and the ability to manage interactions with senior leadership, board members, customers, and high-profile visitors. will play a critical role in maintaining executive productivity, supporting customer engagement, and coordinating meeting functions. This position will play a crucial role in the production process and contribute to the company’s overall performance in Quality, Cost, Delivery, Safety, and Attitude (QCDSA). We are a diverse team of collaborators, doers, and problem-solvers who are relentlessly committed to delivering excellence in aerospace manufacturing.

Requirements

High School diploma or GED required.
5+ years of experience supporting C-level executives, preferably in a manufacturing, aerospace, or engineering environment.
Exceptional organizational, communication, problem-solving and time management skills.
Ability to work cross functionally.
Knowledge of facility operations, safety procedures, and hospitality protocols preferred.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with Teams, or project management tools is a plus.
Demonstrates a strong sense of accountability and follow-through.
Highly organized with strong attention to detail and process adherence.
Embraces adaptability and models integrity and professionalism.
Encourages teamwork, continuous improvement, and a respectful work environment.
Legally able to work in the U.S.
Adhere to OSHA, NADCAP, ISO9000 / AS9100, ITAR, FAA regulations and company specific safety standards.
Must be able to stand, walk, bend, and reach for extended periods (up to 8-12 hours per shift).
Able to lift, carry, push, or pull up to 25-50lbs regularly, and occasionally heavier weights with assistance.
Must be able to tolerate exposure to manufacturing environments, including moderate noise levels, vibrations, and varying temperatures.
Ability to wear personal protective equipment as required, Such as safety glasses, gloves, and hearing protection.

Nice To Haves

Bachelor’s degree in Business Administration, Communications, or related field.
Familiarity with corporate governance and investor/board relations.

Responsibilities

Serve as the primary point of contact and liaison for executive management managing calendars, scheduling meetings, and coordinating internal and external communications.
Serve as primary point of contact with our customers for RFQs and quote/proposal submittals.
Maintain log of active quotes/proposals, download technical data, organize quoting materials for our quoting department, submit quotes/proposals directly to our customers.
Interface between our quoting department and the customer ensuring on time quote/proposal submittals.
Prepare material and present RFQ packages to the Quote Board for approval to respond to RFQs.
Plan, prepare, and coordinate board meetings, including agendas, presentation materials, logistics, and follow-ups.
Discovery conference room, set up with refreshments, snack and coffee.
Interface directly with key customers, vendors, and stakeholders, maintaining a high standard of professionalism and confidentiality.
Coordinate all aspects of executive travel, including itineraries, accommodations, and on-site logistics.
Manage office and facility operations for the executive suite, including office supplies, space planning, and service coordination.
Oversee hospitality arrangements for VIP guests, customers, and visitors, ensuring a seamless and welcoming experience.
Order lunch as requested.
Support implementation of guest safety protocols, site access compliance, and visitor coordination in collaboration with EHS.
Provide Safety glasses upon arrival.
Event planning both internal and external, executive presentations, and project coordination as needed for reservations, tables, chairs, caterers, etc.
Track and manage executive expense reports, credit cards, vendor contracts, and executive-level correspondence.
Proven ability to manage sensitive information with confidentiality, professionalism and the utmost integrity and discretion.
Ordering items from Amazon or local vendors as needed.
Connect visitors, suppliers and customers with Pryer employees upon arrival at Pryer facilities.
Logo wear and Pryer branding - order, track, manage, coordinate with suppliers and employees.
Employee support, name plates, business cards, badges as needed.
Conference Rooms - Always prepared and ready for executive meetings and visitors.
Executive Break Room - Fully stocked and maintained.
Lobby - Clean, professional, and consistently visitor ready.
Workstations - Set-up for new hires with necessary office supplies and nameplates on day one.
Branding and Signage - Order Pryer-branded signage for the facility.
Lobby TV - Manage data used to welcome and engage guests and customers.