Executive Administrative Assistant

Torch Technologies, Inc.•Huntsville, AL

11d

About The Position

Torch Technologies Thank you for your interest in employment with Torch Technologies. We are a 100% employee-owned, Certified Great Place To Work and named Best Places to Work in Huntsville/Madison County, headquartered in Huntsville, AL. Our team provides superior research, development, and engineering services to the Federal Government and Department of War. As one of the nation’s top 100 defense companies, the services we provide directly support the men and women who serve our country. Our corporate mission sums up the pride our employee-owners take in the work we do: “Lighting the Pathway of Freedom”. And, as a Certified Evergreen ESOP, we have made the commitment to grow and sustain our company for the next 100 years! Come grow with us! Torch Technologies is seeking a professional, self-motivated Executive Administrative Assistant to work as part of a team supporting the Corporate Office. This position involves exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. As an Executive Administrative Assistant your duties will include the following, but are not limited to: • Assists the executives with administrative functions of the corporate office. • Takes care of a wide variety of complex activities involving the administrative functions of the corporate office. • Composes correspondence requiring knowledge of company culture, recipient perspective, executive views, and some understanding of technical matters.

Requirements

US Citizenship.
Some college and/or a degree (preferred).
5+ years of relevant experience; executive level administrative experience is preferred.
Candidate must be able to prioritize tasks and quickly switch between tasks and readjust priorities.
Must be extremely proficient in:
MS Word, PowerPoint, Excel, and Adobe professional.
Use of Adobe Acrobat/Reader to convert files to, and create fillable forms in, .pdf format.
Must be able to create graphics for ads/flyers.
Must be able to help organize executive calendars, meetings, and travel.
Helps maintain the schedule for corporate meetings and executives.
Must be able to organize, post, retrieve data to and from MS SharePoint sites.
Must have excellent written communication skills.
Must have the ability to assist with the development of letters, presentations, spreadsheets, briefs, and memoranda.
Must be able to work in a team environment with diverse personality types.
Will be expected to develop a good understanding of the company’s policies and procedures.
Must have the ability to obtain and maintain s security clearance.
Position is a regular full-time position and will periodically require overtime or weekend work.
Must be able to occasionally work evening hours in support of corporate events.

Nice To Haves

Experience with database software a plus.
Previous experience in a government contractor environment is a plus.
Familiarity with Deltek Cost Point, MS TEAMS, WebEx, and audio/visual equipment desirable.

Responsibilities

Creates complex executive/Board of Director – level PowerPoint slides for incorporation into multiple, larger decks of information
Creates Adobe forms working collaboratively to define form requirements and generate user friendly documents.
Creates/edits Word documents, compiling information into cohesive documents to meet both internal and external requirements.
Maintains corporate resources and historical documents, using central share drives and SharePoint, in a timely and organized fashion to ensure data accessibility and optimum organization.
Schedules meetings, keeping executive calendars, arranging travel, and facilitating communications from management to employees.
Completing and filing expense reports for executive travel and corporate events.
Helps organize and administer large meetings, including logistics of food, seating, and flow.
Sets up video teleconferences to support meetings with remote locations
Assists in establishing appointment priorities or reschedules.
Summarizes the content of incoming materials, specially gathered information, or meetings to assist executives; coordinates the new information with background office sources; draws attention to important parts or conflicting data.
Collect, Compile and Share IR&D Packages working with CTO and Technical Council to Finalize Project Selections and Communication
Manages the Torch Store to include, expansion of items, maintenance of inventory, placing orders and disbursing.
Locates and attaches related documents to correspondence that requires the attention of the corporate office personnel.
Prepares outgoing correspondence for executive approval
Consolidates meeting slides and alerts input writers to any conflicts or departures from policies or executive's viewpoints; gives advice to writers to resolve the problem.
Anticipates methods to ensure the office functions efficiently.
Handles details of a confidential nature, and performs administrative functions based on understanding of company policy, executives’ views, and philosophy.
May take and transcribe notes.
Performs other secretarial and administrative duties.
Other duties and responsibilities as required