Executive Assistant

ATS Automation•Town of Gardiner, NY

22d•$80,000 - $90,000•Hybrid

About The Position

SP Industries Inc., an ATS Company, is seeking an Executive Assistant for its Gardiner, New York team. This is a hybrid role for a professional who thrives in a fast-paced environment, manages priorities and confidential information, and serves as a trusted partner to executive leadership. The Executive Assistant provides comprehensive administrative support, including calendar and meeting coordination, document preparation, correspondence, travel arrangements, records management, and follow-up on action items. The role also supports corporate meetings, events, and employee engagement activities, and must conduct business in accordance with the ATS Code of Business Conduct and applicable health, safety, and environmental requirements. Post-secondary education in business, office, executive administration, or a related field is required, along with at least two years of relevant administrative experience. The position requires advanced Microsoft Office proficiency, strong organization and communication skills, discretion, sound judgment, and the ability to work independently and collaboratively. The listed salary range is $80,000–$90,000. The company describes benefits including life, health, dental, and vision coverage, a 401(k) with company match, paid time off, paid holidays, career advancement opportunities, and tuition assistance.

Requirements

Post-secondary education in Business Administration, Office Administration, Executive Administration, or a related field.
At least two years of experience in an administrative, executive assistant, or office support role.
Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Access, and Visio, as well as other business software.
Strong organizational, administrative, and time-management skills with exceptional attention to detail.
Ability to prioritize competing demands and meet deadlines in a fast-paced environment.
Excellent interpersonal, verbal, and written communication skills, with the ability to interact professionally with employees, leaders, customers, and external stakeholders.
Ability to work independently with minimal supervision and contribute effectively in a collaborative team environment.
Sound judgment, discretion, confidentiality, and initiative in resolving issues.
Strong customer service orientation and a proactive, solutions-focused approach.
Work safely and comply with applicable health, safety, and environmental responsibilities and procedures.

Responsibilities

Manage complex calendars, schedule appointments, and coordinate meetings using Microsoft Outlook.
Prepare, edit, format, and maintain presentations, reports, spreadsheets, and other business documents.
Draft, proofread, and distribute correspondence, including emails, letters, and reports.
Independently respond to routine internal and external correspondence on behalf of leadership.
Coordinate meetings, including agenda preparation, logistics, room bookings, and catering arrangements as required.
Receive, sort, distribute, and maintain records of incoming and outgoing correspondence.
Format PowerPoint and Word documents using advanced Microsoft Office skills, including tables, graphics, Excel integrations, and document organization.
Track action items and assignments, follow up with stakeholders, and prepare status reports to support timely completion of deliverables.
Prepare, consolidate, and distribute periodic reports and presentation materials.
Maintain organized, secure, and accessible electronic and physical filing systems.
Coordinate domestic and international travel, including flights, accommodations, itineraries, and expense documentation.
Handle sensitive and confidential information with discretion and professionalism.
Assist in planning, coordinating, and executing corporate meetings, events, and employee engagement activities.
Provide general administrative support and undertake additional responsibilities as assigned.
Conduct business in accordance with the ATS Code of Business Conduct and applicable ethical standards.
Comply with applicable health, safety, and environmental policies, procedures, and regulations.
Work in compliance with divisional health, safety, and environmental procedures; report safety concerns, unsafe conditions or acts, equipment or protective-device defects, and accidents or incidents.
Use required protective equipment, attend required HSE training, assist with accident investigations, and refrain from removing or altering safety devices except as described in the job posting’s lockout-tagout guidance.
Refrain from pranks, contests, feats of strength, unnecessary running, or rough and boisterous conduct.