Executive Administrative Assistant

The Executive Assistant provides administrative support to the President and multiple Vice Presidents across business unit. This role manages executive calendars, coordinates travel and meetings, prepares reports and Board presentations, and serves as a liaison with internal and external contacts. The ideal candidate is organized, detail-oriented, and able to manage competing priorities while handling sensitive information with professionalism and discretion.

Responsibilities

• Prepare accurate, polished reports and presentations for executive leadership, including monthly business reports and quarterly Board of Directors presentations.
• Use Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, and Teams, to support executive and business needs.
• Create and maintain forms and coordinate electronic signature requests using Adobe Acrobat.
• Manage complex calendars for multiple executives across multiple companies, balancing priorities and resolving scheduling conflicts.
• Coordinate executive travel arrangements, including processing and renewing required travel documentation.
• Serve as the Business unit Concur administrator and provide support for travel and expense reporting.
• Prepare, submit, reconcile, and maintain executive expense reports and company credit card records as required.
• Coordinate company vehicles.
• Plan and coordinate executive meetings and events, including employee events.
• Collaborate with staff to prepare and distribute internal communications.
• Manage executive conference room scheduling across multiple locations.
• Prepare meeting agendas, record accurate minutes, and track action items through completion.
• Serve as a liaison between the President, Vice Presidents, and internal and external contacts, maintaining professional relationships.
• Maintain effective working relationships with other Piston Group administrative assistants and the Chief Administrative Officer.
• Screen and route incoming calls for the President.
• Coordinate mail, subscriptions, and breakroom supplies for executive staff.
• Maintain and order site office supplies.
• Develop and maintain efficient documentation and filing systems.
• Review and approve new supplier requests and assign appropriate system codes.
• Respond to executive requests and inquiries promptly, professionally, and with appropriate discretion.

Qualifications

• Bachelor's degree or equivalent experience
• Proven experience as an executive administrative assistant or similar position
• Excellent knowledge of MS Office
• Concur travel and expense administration
• Proficiency in English; Spanish a plus
• Exemplary planning and time management skills
• High level verbal and written communications skills
• Discretion and confidentiality

Piston Interiors is an Equal Opportunity Employer. Qualified applicants receive consideration without discrimination based on protected legal characteristics, complying with all applicable federal, state, and local nondiscrimination laws.