Executive Assistant

Safran - Navigation & Timing; City of Rochester (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

Safran Federal Systems is seeking an experienced Executive Assistant to support our executive team in Rochester. You will manage calendars, prepare presentations, and coordinate meetings while handling sensitive information with discretion.

The role requires 6+ years of C-level support, strong organizational abilities, and proficiency in Microsoft Office, especially PowerPoint. Occasional travel and close collaboration with reception and admin colleagues are part of the daily routine.

Qualifications

• Six (6+) years of experience directly supporting C-level Executives.
• Bachelor’s degree preferred; relevant experience considered in lieu of a degree.
• Proven experience as an executive assistant, preferably in a global enterprise.
• Tech-savvy with proficiency in Microsoft Office, especially PowerPoint.

Responsibilities

• Travel and expense management for executives, ensuring accuracy and policy compliance.
• Provide comprehensive support to 3–4 executives, managing schedules and communications.
• Coordinate meetings, take notes, track action items, and prepare minutes.
• Create and edit PowerPoint presentations in collaboration with executives.
• Manage calendars with prioritization and non‑negotiable meetings clearly identified.
• Occasional travel for quarterly meetings and flexible to changing priorities.
• Collaborate with team members to ensure smooth office operations and administration.

Skills

Organizational skills

Time management

Communication

Discretion / confidentiality

Analytical thinking

Adaptability

Education

Bachelor’s degree preferred

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.