What are the responsibilities and job description for the Executive Assistant position at Optimal Inc.?
Description:
Administrative Coordinator
Provide high-level administrative support to a member of the Propulsion Systems global leadership team. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules and priorities across multiple time zones.
Responsibilities
- Manage executive calendars, meeting agendas, and conference calls for global leadership.
- Arrange domestic and international travel, including flights, ground transportation, and hotel logistics for heavy travel schedules.
- Coordinate meetings and events with internal teams, external partners, and industry stakeholders.
- Interface with external parties (suppliers) and assist in scheduling operational meetings.
- Collaborate with other executive assistants and senior leadership to organize global leadership events and offsites.
- Prepare presentations, reports, and briefing materials for high-level meetings.
- Handle confidential information with the highest level of integrity.
- Be available "on-call" to meet executive needs while traveling, using electronic communication tools.
- Support facilities coordination, including seating arrangements and assisting suite coordinators.
- Manage office supply requests and ensure timely procurement of materials.
Requirements
- High School diploma required; Associate or Bachelor's degree preferred.
- Minimum 5 years as an Executive Assistant, preferably supporting senior leadership in a global organization.
- Strong PC skills including Excel, Word, PowerPoint, OneNote, and virtual collaboration tools (Teams, SharePoint).
- Ability to interact professionally with senior leadership and external partners.
- Highly organized, self-motivated, and able to multi-task in a fast-paced environment.
- Flexible and adaptable to changing priorities; strong attention to detail.
- Availability to support executives outside standard business hours when needed.
This role ensures seamless operations for a global leader, enabling strategic focus and organizational success.