Executive Assistant

safransed; City of Rochester (NY); On-site; USD 75,000 - 110,000; Full time

Job summary

Safran Federal Systems in Rochester, NY is seeking a proactive Executive Assistant to support the executive team. The role requires strong communication, confidentiality, and exceptional organization as you manage schedules, travel, meetings, and correspondence for 3-4 executives.

You will prepare PowerPoint presentations, take meeting notes, track action items, and help maintain office operations in a dynamic, growth-focused environment.

Qualifications

• Bachelor’s degree preferred; relevant experience considered in lieu of a degree.
• 6+ years of experience directly supporting C-level Executives.
• Proven experience as an executive assistant or similar role, preferably in a global enterprise.
• Tech‑savvy with proficiency in Microsoft Office Suite, particularly PowerPoint.
• Experience with AI tools preferred.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Flexible and adaptable to changing priorities.
• Occasionally move about the office to access file cabinets and resources; 50% stationary position.

Responsibilities

• Travel & Expense Management: Handle travel arrangements and expense reports for executives, ensuring accuracy and policy compliance.
• Executive Support: Provide comprehensive support to 3-4 executives, managing their schedules and communications.
• Meeting Coordination: Take notes, track action items, and prepare meeting minutes.
• Presentation Creation: Develop and edit PowerPoint presentations for various purposes.
• Calendar Management: Manage calendars and priorities; decide what can be rescheduled.
• Limited Travel: Occasionally travel for quarterly meetings.
• Analytical and Decisive: Use data to inform decisions and prioritize tasks.
• Collaborative Approach: Build strong working relationships with executives and teammates.
• General Administrative: Support office operations and ensure amenities are maintained.

Skills

C-level support

Calendar management

Travel & expense management

Meeting coordination

PowerPoint

AI tools experience

Confidentiality

Time management

Written and verbal communication

Flexibility

Education

Bachelor’s Degree preferred; relevant experience considered in lieu of a degree

Tools

Microsoft Office Suite

PowerPoint

AI tools

Job description

The Opportunity:

We are seeking a proactive and highly organized Executive Assistant to support our executive team. The Executive Assistant will be an integral part of a dynamic and expanding team, contributing to our growth and success. Strong communication and multitasking skills are essential, along with the ability to maintain confidentiality and handle sensitive information with discretion.

How I will Contribute:

• Travel & Expense Management: Handle travel arrangements and expense reports for executives, ensuring accuracy and compliance with company policies.

• Executive Support: Provide comprehensive support to 3-4 executives, managing their schedules, communications, and assisting with various tasks as needed.

• Meeting Coordination: Take detailed notes during meetings, track action items, follow up on outstanding tasks, and prepare meeting minutes to document key decisions and discussions.

• Presentation Creation: Develop and edit PowerPoint presentations, ensuring a polished and professional look.
  Collaborate with executives to create impactful presentations for various purposes.

• Calendar Management: Exhibit exceptional calendar management skills, being diligent in juggling priorities and using tech tools efficiently.
  Understand the criticality of meetings and discern which can be rescheduled and which are non-negotiable.

• Limited Travel: Occasionally travel for quarterly meetings, ensuring all arrangements are made seamlessly.

• Analytical and Decisive: Utilize analytical skills to process information, solve problems, and make informed decisions.
  Demonstrate decisiveness in managing priorities and handling time-sensitive tasks.
• Collaborative Approach: Work with executives to build a strong working relationship to understand their preferences and workstyles. Proactively anticipate their needs to provide exceptional support.
• General Administrative: Work as a team alongside other Executive Assistants and Receptionists to ensure office amenities and common areas are well-stocked, maintained, and running smoothly.

What You Bring to the role

• Bachelor’s Degree (B.S.) preferred; relevant experience considered in lieu of a degree

• Six (6+) years of experience directly supporting C-level Executives.

• Proven experience as an executive assistant or similar role, preferably in a global enterprise.

• Tech‑savvy with proficiency in Microsoft Office Suite, particularly PowerPoint.

• Experience with AI tools preferred.

• Exceptional organizational and time management skills.

• Strong analytical and problem-solving abilities.

• Excellent written and verbal communication skills.

• Ability to maintain confidentiality and exercise discretion.

• Flexible and adaptable to changing priorities.

• Ability to occasionally move about the office to access file cabinets, office machinery, and other resources.

• Must be able to remain in a stationary position 50% of the time.

• Ability to be agile and have fun!

About Safran Federal Systems:

Safran Federal Systems has been awarded as a Winner of the USA Today and Rochester Metro Area Top Workplaces 2026 Award.

Safran Federal Systems operates as a proxy-regulated company, Free of Foreign Ownership, Control, or Influence (FOCI). As such, Safran FS Defense & Security is approved to work on the full spectrum of U.S. Government classified and unclassified projects and is positioned to support strategic partnerships in the development of key PNT technologies for the defense market.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Please note this description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.