Executive Assistant

Astrodyne TDI; Hackettstown (NJ); On-site; USD 85,000 - 115,000; Full time

Job summary

Astrodyne TDI is seeking an experienced Executive Assistant to provide high-level administrative support to the Executive Leadership Team. The role partners with six senior leaders to manage priorities, coordinate operations, and ensure smooth day-to-day activities.

The ideal candidate is highly organized, service-oriented, and able to manage multiple priorities in a fast-paced environment while building relationships across the organization.

Qualifications

• 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.

Responsibilities

• Manage complex calendars for multiple executives, prioritizing meetings and resolving scheduling conflicts.
• Coordinate internal and external meetings, including logistics, agendas, conference rooms, virtual platforms, and follow-up items.
• Monitor and prioritize executive correspondence, ensuring timely responses and follow-up.
• Prepare, proofread, and distribute professional correspondence, reports, presentations, and meeting materials.
• Coordinate domestic and international travel arrangements, including itineraries and expense reporting.
• Screen telephone calls and visitors, directing inquiries professionally.
• Maintain executive files, electronic records, and confidential information.
• Create and format presentations, spreadsheets, and executive communications.
• Record meeting minutes and follow up on action items.
• Support leadership meetings, events, and off-site activities.

Skills

Executive support

Communication

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Summary

The Executive Assistant (EA) provides high-level administrative support to the Executive Leadership Team, serving as a trusted business partner to six senior leaders. This role is responsible for managing executive priorities, coordinating administrative operations, facilitating effective communication, and ensuring the smooth execution of day-to-day business activities. The EA proactively anticipates leadership needs, exercises sound judgment, and handles highly confidential information with the highest level of discretion and professionalism.

The ideal candidate is a highly organized, resourceful, and service-oriented professional who thrives in a fast-paced environment, effectively manages multiple priorities, and builds strong working relationships across all levels of the organization.

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.

Qualifications

• 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.

Preferred Qualifications

• 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 escalated.
• 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

AAP/EEO Statement

Astrodyne TDI is an Equal Opportunity / Aff…