Executive Administrative Assistant

Calculated Hire; Charlotte (NC); On-site; USD 50,000 - 70,000; Full time

Job summary

A national nuclear facility is seeking an Executive Administrative Assistant I to provide high-level support to senior leadership. The role involves managing complex schedules and stakeholder relationships while maintaining discretion and confidentiality. Candidates should have 5-7 years of executive-level administrative experience, preferably within a regulatory environment. Proficiency in Microsoft Office Suite is required. This position demands exceptional organizational skills and the ability to thrive in a fast-paced, high-stakes environment. On-site presence is required.

Qualifications

• 5-7 years of executive-level administrative experience in a regulated or high-security environment.
• Ability to manage multiple competing priorities effectively.
• Strong interpersonal skills for interfacing with all levels of stakeholders.
• Demonstrated experience coordinating with other administrative staff.
• High discretion in handling sensitive information.

Responsibilities

• Support the Site VP and Plant Manager with scheduling and calendar management.
• Prepare reports, correspondence, and presentations using business software.
• Manage external stakeholder engagements and VIP visits.
• Coordinate events, meetings, and activities for senior leadership.

Skills

Organizational skills

Interpersonal skills

Time management skills

Leadership ability

Discretion and confidentiality

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

The Executive Administrative Assistant I provides high-level administrative support to the Site Vice President and Plant Manager at a nuclear power facility. This leadership position among administrative staff requires exceptional organizational skills, discretion, and the ability to manage complex schedules and stakeholder relationships in a demanding nuclear operations environment. The role exercises confidentiality, tact, and diplomacy while supporting senior executives.

Key Responsibilities:

Executive Support & Calendar Management

• Directly support the Site Vice President and Plant Manager with day-to-day scheduling and calendar maintenance
• Manage and coordinate leader calendars across the station, serving in a leadership role among other administrative assistants
• Facilitate survivable and executable schedules while managing stress levels and competing priorities for senior leadership
• Coordinate calendars with Nuclear Regulatory Commission representatives and external agencies
• Provide additional support to the senior leadership team (5 additional leaders reporting to the Site VP)
• Maintain files, records, calendars, and diaries

Administrative & Communication Support:

• Use business software applications (word processing, presentation, and spreadsheet) to prepare correspondence, reports, presentations, agendas, and minutes
• Prepare responses to routine correspondence and inquiries
• Receive, screen, and direct incoming calls, visitors, mail, and email
• Manage travel arrangements and expense reporting for Site VP, Plant Manager, and senior leadership team

Stakeholder & Event Coordination:

• Manage external stakeholder engagements, dignitary visits, and tour groups for politicians, nuclear program stakeholders, and VIP visitors (approximately 15% of role)
• Coordinate station-level events, gatherings, and meetings, including meals, catering, room readiness, and conference room scheduling
• Serve as liaison for external agency interface and visits, arbitrating priorities for conference rooms and facilities when scheduling conflicts arise
• Provide direction and prioritization to other administrative assistants for station-level activities
• Interface with the nuclear fleet and company-wide administrative staff

Qualifications:

Required Education

Bachelor's degree preferred, not required

Required Experience:

• Minimum 5-7 years of executive-level administrative experience, preferably in a regulated or high-security environment
• Exceptional organizational and time management skills with ability to manage multiple competing priorities
• Strong interpersonal and communication skills for interfacing with internal and external stakeholders at all levels
• Demonstrated leadership ability and experience coordinating other administrative staff
• High level of discretion and confidentiality in handling sensitive information
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Preferred Qualifications:

• Experience in nuclear power or other highly regulated industries
• Event planning and coordination experience
• Experience managing executive calendars in complex organizational environments
• Knowledge of Nuclear Regulatory Commission processes and protocols

This position is located at a nuclear power facility and requires on-site presence. The role involves working in a fast-paced, high-stakes environment supporting senior leadership. Must be able to adapt to changing priorities and maintain composure under pressure. Works within established procedures with a moderate degree of supervision and serves in a non-exempt capacity.