Executive Assistant

Astrodyne

Hackettstown, NJ

Full Time

Posted August 10, 2026

$85k - $115k

Not Specified

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Job Description

The Executive Assistant (EA) provides high-level administrative support to the Executive Leadership Team, serving as a trusted business partner to six senior leaders.

Key Responsibilities

Manage complex calendars for multiple executives, prioritizing meetings and resolving scheduling conflicts.
Coordinate internal and external meetings, including logistics, agendas, conference rooms, virtual meeting platforms, presentation materials, and follow-up action items.
Monitor and prioritize executive correspondence, ensuring timely responses and appropriate follow-up.
Prepare, proofread, and distribute professional correspondence, reports, presentations, meeting materials, and other executive communications.
Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, visas (when applicable), and expense reporting.
Screen telephone calls and visitors, directing inquiries appropriately while maintaining a high level of professionalism.
Maintain executive files, electronic records, organizational documents, and other confidential information.
Create and format presentations, spreadsheets, reports, and executive-level communications.
Maintain organizational charts, leadership contact information, and other executive reference materials.
Record meeting minutes, document action items, and follow up on assigned deliverables as requested.
Support the planning and execution of leadership meetings, company events, employee engagement activities, and executive off-site meetings.
Assist with onboarding activities for new leaders and employees as needed.
Coordinate office-related activities including visitor logistics, conference room scheduling, office supplies, and general administrative support.
Serve as a liaison between executive leadership and internal departments while maintaining positive working relationships throughout the organization.
Provide administrative support for special projects and strategic initiatives as assigned.
Provide backup support to other administrative professionals when necessary.
Handle sensitive business, financial, personnel, and strategic information with the highest degree of confidentiality, integrity, and discretion.

Requirements

Minimum of 5 years of progressively responsible administrative experience supporting senior executives.
Bachelor's degree preferred or an equivalent combination of education and relevant work experience.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Experience supporting executive leadership within a manufacturing, engineering, or global organization is preferred.
Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism.
Excellent organizational, planning, and time management skills.
Strong technical aptitude with the ability to quickly learn new systems and technologies.
Ability to work independently while collaborating effectively across departments and organizational levels.
Demonstrated problem-solving skills and a proactive approach to anticipating business needs.
Ability to occasionally travel in support of executive meetings or company events.
Action Oriented : Takes initiative, proactively identifies opportunities, and follows through to completion with minimal supervision.
Results Driven: Demonstrates a strong sense of ownership and accountability while consistently delivering high-quality work on time.
Professionalism and Integrity: Maintains the highest standards of ethics, discretion, confidentiality, and executive presence.
Exceptional Communicator: Communicates clearly and professionally, adapting communication style appropriately for executive leadership, employees, customers, and external partners.
Organized and Detail Oriented: Effectively manages multiple priorities while maintaining accuracy and meeting deadlines.
Adaptable: Responds positively to changing priorities, shifting business needs, and evolving organizational requirements.
Collaborative Team Player: Builds strong relationships, works effectively across departments, and contributes to a positive, customer-focused culture.
Problem Solver: Exercises sound judgment, anticipates challenges, and develops practical solutions before issues escalate.
Customer Focused: Provides exceptional service to executive leadership while fostering positive relationships with employees, visitors, and business partners.
Outstanding written, verbal, and interpersonal communication skills.
Salary Range: $85,000-$115,000