Executive Assistant

C4 Advanced Tactical Systems•Meadow Woods, FL

2d•Onsite

About The Position

The Executive Assistant to the President & CEO, CFO, COO, BD Director and HR Director, provides high-level administrative, strategic, and operational support. This role serves as a trusted partner, ensuring the efficient management of executive priorities, communications, and organizational initiatives. The ideal candidate is proactive, highly organized, discreet, and capable of managing multiple priorities in a fast-paced environment. The individual must possess good communication skills, a positive attitude, proactive attitude, be representative of the role, and the ability to multitask and interact with all levels.

Requirements

5 years of related experience in a manufacturing environment preferred.
1-5 years' experience supporting C-level executives, preferably in a corporate setting.
Proficiency in Microsoft Office programs: Word, Excel, PowerPoint.
Knowledge of office machines and facilities maintenance support.
Understanding of travel procedures.
Ability to work independently with minimal supervision and in a team environment.
Strong written and verbal communication skills, with the ability to define and communicate issues clearly and concisely.
High attention to detail and focus.
Must be authorized to work in the U.S. and eligible to obtain a passport.

Responsibilities

Support the President & CEO and CFO with all work assignments and assistant to the HR Department on a limited basis.
Direct and manage a complex, high-volume executive calendar in alignment with strategic and operational objectives (including the "company calendar").
Anticipate conflicts and shifting priorities to protect leadership focus and decision-making capacity.
Track executive action items and cross-functional deliverables to ensure timely execution and accountability.
Manage the Visits Log schedule and preparation with the CEO, COO and BDM
Support CEO, COO and BDM visits in the company (VR's, Presentations, Calendar, Catering, Gifts).
Lead the implementation of the branding effort in all aspects.
Manage the company LinkedIn and C4ATS websites.
Coordinate and execute board meetings, executive sessions, and leadership off sites in accordance with governance standards.
Prepare agendas, and executive-level presentations.
Record and maintain accurate minutes, resolutions, and follow-up documentation to support corporate governance requirements.
Assist in administering the foreign visitor program in coordination with the Trade Compliance Office, ensuring adherence to U.S. export laws and regulatory requirements.
Maintain strict confidentiality regarding personnel, financial, contractual, and strategic information.
Support adherence to internal policies, audit standards, and regulatory frameworks.
Serve as primary liaison for executive leadership, managing access and ensuring appropriate communication flow with internal and external stakeholders.
Draft and review executive correspondence, reports, and presentations reflecting organizational standards and compliance expectations.
Oversee executive expense reporting, invoice processing, and credit card reconciliation in accordance with company policy.
Monitor and administer the CONCUR expense management system to ensure compliance and reporting accuracy.
Reconcile corporate telecommunications accounts (C4ATS and RUSDS), coordinate payroll deductions with HR, and manage the Verizon employee phone program.
Manage complex domestic and international travel arrangements, ensuring efficiency, compliance, and cost effectiveness.
Continuously evaluate and improve administrative procedures to enhance operational efficiency and internal controls.