Executive Assistant, Manufacturing Advancement (Onsite)
About The Position
The Executive Assistant plays a critical role in supporting the Manufacturing Advancement leadership team, ensuring smooth day‑to‑day administrative operations and effective coordination across a complex, fast‑paced division. This role provides direct support to the Executive Vice President, Manufacturing Advancement, as well as other senior leaders within the division, and serves as a key point of contact for internal and external stakeholders. In this role, you will: Manage communications for the Executive Vice President, Manufacturing Advancement and other designated senior leaders to ensure timely, accurate, and professional interactions with all IALR stakeholders Coordinate and manage complex calendars, including meetings, tours, and events, ensuring accuracy and alignment across leadership schedules Provide administrative and clerical support to Vice Presidents, Directors, and Managers, including data management, document preparation, and project coordination Prepare requisitions and assist with purchasing in accordance with IALR small purchase policies Coordinate travel arrangements and related logistics for leadership as needed Support protocol communications and logistics for visits by government officials and other high‑profile stakeholders, including preparation of required event briefing materials Receive and screen visitors and phone calls, providing excellent customer service and appropriate referrals Provide front‑line customer service support at the Hawkins Building Front Desk as needed Support facilities‑related coordination to ensure smooth administrative operations across the Manufacturing Advancement division
Requirements
- Demonstrated experience providing executive‑level administrative support in a complex or fast‑paced environment
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholder needs simultaneously
- Excellent written and verbal communication skills, with a high degree of professionalism and discretion
- Proficiency in Microsoft Office products, including Outlook, Word, Excel, and PowerPoint
- Experience with calendar management, scheduling, and travel coordination
- Strong attention to detail and follow‑through
- Customer‑service mindset with strong interpersonal skills
- Ability to handle sensitive and confidential information with discretion
Responsibilities
- Manage communications for the Executive Vice President, Manufacturing Advancement and other designated senior leaders to ensure timely, accurate, and professional interactions with all IALR stakeholders
- Coordinate and manage complex calendars, including meetings, tours, and events, ensuring accuracy and alignment across leadership schedules
- Provide administrative and clerical support to Vice Presidents, Directors, and Managers, including data management, document preparation, and project coordination
- Prepare requisitions and assist with purchasing in accordance with IALR small purchase policies
- Coordinate travel arrangements and related logistics for leadership as needed
- Support protocol communications and logistics for visits by government officials and other high‑profile stakeholders, including preparation of required event briefing materials
- Receive and screen visitors and phone calls, providing excellent customer service and appropriate referrals
- Provide front‑line customer service support at the Hawkins Building Front Desk as needed
- Support facilities‑related coordination to ensure smooth administrative operations across the Manufacturing Advancement division
Benefits
- Retirement benefits through the Virginia Retirement System (VRS) with employer match
- Generous time off, including vacation, paid sick leave, and paid family leave after one year
- Paid holidays, including a two week paid winter break
- Anthem PPO and HSA health plans, with excellent dental options
- Employer paid life insurance
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
Number of Employees
11-50 employees
