What are the responsibilities and job description for the Executive Assistant IV position at Elevait Solutions?
Executive Assistant IV | Onsite | New Hudson, MI
What You'll Do
What We Need From You
What You'll Do
- Provide direct administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements.
- Prepare, edit, and manage correspondence, reports, presentations, and executive briefings.
- Track priorities, deadlines, and action items to ensure timely follow-up and execution.
- Serve as a liaison between executives and internal/external stakeholders, managing communication flow effectively.
- Support preparation for high-level meetings, including board reviews and government-related engagements.
- Oversee daily office operations to maintain an efficient, organized, and professional work environment.
- Manage office supplies, vendor relationships, and facility-related needs.
- Coordinate onboarding logistics for new employees, including workspace setup, equipment, and access.
- Maintain and improve office policies, procedures, and organizational systems.
- Plan and coordinate internal meetings, events, and team activities.
- Collaborate with engineering and technical teams to coordinate meetings, design reviews, and deliverables.
- Assist in organizing technical reviews, program updates, and customer briefings.
- Facilitate communication between technical and non-technical stakeholders to ensure alignment.
- Support documentation organization, including version control and structured filing of technical materials.
- Assist with administrative HR and finance tasks, including expense reports, invoice tracking, and timesheet coordination.
- Support contract and document management, ensuring proper handling and storage of sensitive materials.
- Maintain organized records in compliance with company policies and regulatory requirements.
- Handle controlled and confidential information with a high level of discretion and professionalism.
What We Need From You
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- Minimum 5 years of experience in an Executive Assistant, Office Manager, or similar role.
- Experience supporting senior executives in a fast-paced, dynamic environment.
- Strong organizational skills and exceptional attention to detail.
- Excellent written and verbal communication skills.
- High level of professionalism, integrity, reliability, and discretion.
- Strong problem-solving skills with a proactive and resourceful approach.
- Ability to prioritize and manage multiple responsibilities with minimal supervision.
- Ability to build strong working relationships across technical and non-technical teams.
- U.S. Citizenship required.
- Ability to obtain and maintain suitability requirements for access to classified information.
- Position requires onsite presence.
- Experience in defense, aerospace, or government contracting environments.
- Familiarity with compliance frameworks such as ITAR, CMMC, or facility security processes.
- Experience supporting engineering or technical teams.
- Proficiency with Microsoft Office Suite, Google Workspace, and project/task management tools.
- Strong organizational systems and document management practices.
- Standard working hours are typically 8:00 AM – 5:00 PM.
- Flexibility may be required to support executive schedules, deadlines, and business needs.
- Occasional additional hours or travel may be necessary in support of key meetings or deliverables.
- This role supports the Defense Vice President, Robotics Executive Director, Combat Vehicle Engineering (CVE) team, and Business Support Operations.
- Approximately 80% of the role is dedicated to supporting the Combat Vehicle Engineering team and business operations.
- Acts as a central coordination point between executive leadership, engineering teams, and external stakeholders.
- Requires handling sensitive, controlled, and confidential information.
- Works in a fast-paced, mission-driven environment with multiple competing priorities.
- Primarily sedentary office-based role.
- Must be able to operate standard office equipment (computer, phone, copier).
- Occasional lifting of office materials up to 25 lbs. may be required.