Executive Administrative Assistant

Gal Manufacturing, a Vantage Elevation Company; New York (NY); On-site; USD 90,000 - 110,000; Full time

Benefits offered by this job

Salary: $90,000 - $110,000

Medical/Dental/Vision/Life Insurance/H

401K (Company Match/Non-Elective)

Commuter Benefits (NYC)

PTO

Tuition Reimbursement

Employee Assistance Program (EAP)

and more!

Job summary

Vantage Elevation, LLC is seeking an experienced Executive Administrative Assistant to support the VP and senior leadership. The role focuses on calendar management, meeting and events coordination, travel arrangements, and executive-presentations preparation.

Responsibilities include budget management for meetings, confidential handling of information, and collaboration with internal/external stakeholders. Strong MS Office skills and discretion are essential.

Qualifications

• Post-secondary education in Business or Office Administration preferred.
• Minimum 5+ years of administrative experience supporting senior executives.
• Proven track record supporting C-suite or senior leaders and managing multiple priorities.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage complex calendars for VP and senior leaders, coordinate meetings and travel.
• Prepare executive-level correspondence, presentations, and reports.
• Coordinate domestic and international travel arrangements and related logistics.
• Prepare and reconcile travel and expense reports in the expense system.
• Support board governance activities including Audit Committee updates and board meetings.

Skills

Calendar management

Executive support

Communication skills

Time management

Discretion

Education

Post-secondary education in Business or Office Administration

Tools

Microsoft Office Suite

Microsoft Teams

Job description

Job Details: Level: Experienced, Job Location: G.A.L. Manufacturing Bronx - Bronx, NY 10451, Position Type: Full Time, Job Shift: Normal Business Hours, Job Category: Salary Non Exempt, Executive Administrative Assistant

Bronx, NY | Full-Time | Vantage Elevation

About Us

Vantage Elevation, LLC is North America’s leading independent manufacturer of elevator components and systems. Vantage is comprised of industry leading brands including GAL Manufacturing, Hollister-Whitney, Elevator Controls, Courion, BSIS, Bore-Max, Thames Valley Controls, and Vertical Dimensions. Through its brands, Vantage supplies almost all electro-mechanical devices used in contemporary elevators. Founded in 1927, the Vantage group employs over 900 staff in multiple locations across the United States, Canada, and United Kingdom.

Position Summary

Vantage Elevation is seeking a highly skilled and talented Executive Administrative Assistant. The position is located in The Bronx, NY will report directly to a VP and will have responsibility for providing administrative support to the several members of the executive leadership team. Key responsibilities include calendar management, meeting and events coordination, travel arrangements, and presentation creation. The depth and breadth of this role will be commensurate with the successful candidate’s abilities.

This role requires professional agility, accuracy, sound judgment, discretion, and the ability to handle confidential and sensitive information professionally.

Key Responsibilities:

Executive & Calendar Support

• Manage complex calendars for the VP and other members of the VLT, including scheduling and coordinating meetings, conference calls, appointments, and business commitments.
• Proactively manage scheduling priorities, identify conflicts, and make appropriate adjustments to support executive and business priorities.
• Coordinate domestic and international travel arrangements, including transportation, accommodations, itineraries, and related logistics.
• Prepare and reconcile travel and expense (T&E) reports in the company expense management system.
• Prepare executive-level correspondence, presentations, reports, and other materials as required.

Board & Governance Support

• Coordinate with Ontario Teachers’ Pension Plan (OTPP) and internal stakeholders to schedule and manage quarterly Audit Committee updates, Board meetings, dinners, and other related activities.
• Coordinate Board meeting logistics, including meeting schedules, facilities, presentation materials, catering, technology requirements, and related arrangements.
• Interface professionally with members of the Board of Directors, senior executives, and key internal and external stakeholders.

Meeting & Event Coordination

• Coordinate executive and corporate meetings, leadership meetings, offsites, town halls, conferences, and other company events.
• Manage meeting logistics, including room reservations and setup, Microsoft Teams connectivity, presentation materials, catering, refreshments, and restaurant reservations.
• Prepare and coordinate agendas, presentations, meeting materials, and other documentation to ensure meetings are organized and participants are appropriately prepared.
• Develop and manage budgets for VLT meetings and events, including tracking and reconciling related expenditures.

Executive Administration & Business Support

• Handle highly confidential, sensitive, and proprietary information with discretion and sound judgment.
• Maintain accurate and well-organized electronic files, records, databases, and executive documents.
• Manage and communicate departmental and organizational documents, including organizational announcements, distribution lists, service anniversary lists, and organizational charts.
• Coordinate the preparation, updates, and distribution of recurring reports and business information.
• Serve as a key point of contact for internal and external stakeholders, responding to inquiries and facilitating communication with the executive team as appropriate.
• Support departmental and executive-level projects, including business research, project milestone tracking, coordination of deliverables, and ad hoc business initiatives.
• Coordinate office administrative requirements, including mail distribution, phone coverage, and procurement of office supplies, as required.
• Perform other duties and special projects as assigned.

Qualifications:

Requirements

• Post-secondary education in Business or Office Administration, or a related discipline preferred.
• Minimum of 5+ years of administrative experience, preferably supporting senior executives
• Proven track record of supporting C-suite and senior executives or other senior leaders as well as managing multiple and competing priorities.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Must be able to independently create detailed and high-quality PowerPoint presentations that include charts, graphs, other visuals, etc.
• Experience coordinating complex calendars, meetings, and business travel.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills with exceptional attention to detail.
• Ability to manage competing priorities and deadlines with limited supervision.
• Demonstrated professionalism and discretion when handling confidential information.
• Strong interpersonal skills and able to communicate well with individuals at all organizational levels.
• Ability to exercise sound judgment, take initiative, and independently resolve administrative issues.

Benefits of Working With Us

• Salary: $90,000 - $110,000, actual compensation will be determined based on experience
• Medical/Dental/Vision/Life Insurance/HAS
• 401K (Company Match/Non-Elective)
• Commuter Benefits (NYC)
• Paid Time Off (PTO)
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• and more!

Vantage Elevation, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.