Executive Administrative Assistant

RTX•Tewksbury, MA

2d•Hybrid

About The Position

The Executive Admin – HR, provides Executive level administrative support to the Vice President of HR for Engineering. The Executive Assistant oversees and administers the day-to-day activities for this leader and at times the broader leadership team. The position requires the ability to act independently, prioritize multiple tasks, and anticipate the needs of the organization, leaders, and geographically dispersed team members. In addition, the ability to exercise discretion and handle sensitive and confidential information is critical. This Executive Assistant will need to be highly proficient in the Microsoft Office Suite. This role is based in Tewksbury, MA.

Requirements

Typically requires an AA/AS degree (or other 2-year post high school training) with a minimum of 6 years of relevant experience
Experience reviewing multiple reference sources, selecting and compiling data for reports and other forms of correspondence with minimal supervision
Experience in Outlook, Concur, BCAR, Rshare, SNOW and Microsoft office suite tools (MS Word, Power Point, Excel), electronic collaboration tools (Teams, SharePoint), and video conferences (Zoom)
Experience with calendar management, meeting scheduling and coordination, planning events, expense reports and data reports
Experience in planning and coordinating extensive travel and ad hoc day to day changes to schedule
U.S. citizenship is required, as only U.S. citizens are authorized to access information under this program/contract.

Nice To Haves

Excellent communication skills, oral and written communication (i.e. writing, spelling, grammar and punctuation)
Demonstrated excellent attention to detail, ability to work independently with minimal supervision and adapt to changes in priorities in a fast-paced environment
Ability to anticipate needs, be proactive, and apply sound judgment when making decisions
Ability to work effectively in a team and matrixed environment
Strong interpersonal and collaboration skills in order to work across the HR function and Engineering function

Responsibilities

Manage workflow of multiple issues within a continuously adapting schedule for the assigned Vice President, while remaining cognitive of the criticality, sensitivity, and confidentiality of issues both internal and external to the Company
May assist in directing work, assigning, and outlining tasks with others across the business
Perform comprehensive range of direct executive office support
Maintain schedule of appointments while independently prioritizing the level of importance and following protocol/procedures for contacting principals
Screen information; communicate instructions and information effectively on behalf of the Vice President and follow up to ensure a timely response
Monitor email, attend meetings and calls to gather action items, create and maintain a system to generate reminders of completion deadlines
Answer questions and resolve or refer concerns by communicating proactively and demonstrating commitment to high quality customer service
Maintain awareness of internal structural levels and hierarchy within the organization by being cognizant of internal and external Senior Executive interrelationships, styles, and methods of operation.
Develop and maintain excellent working relationships and communication channels with other executive assistants
Plan and coordinate events, meetings, to include but not limited to conference room reservations, call set-up, catering services and video conferences
Coordinate materials prior to meetings and ensure pre-briefs are set up prior to, when appropriate
Coordinate domestic or international travel according to policy, accurately prepare and submit expense statements in a timely manner
Provide administrative expertise in identifying problems and issues and reach resolution, with little supervisor oversight
Compose reports, correspondence, PowerPoint presentations, and memorandums.
Review drafts and finished documents
Understand and comply with RTX and Raytheon policies and procedures and Security functions
Proactively identify ways to enable greater productivity and efficiency in role
Expected to demonstrate high degree of professionalism in behavior and manner
Ability to work a flexible schedule that may require overtime or extended hours on occasion
Must be comfortable with working on mobile devices and using this technology for increasing productivity of both the main office and other locations where VP may travel