Executive Assistant

PTA Plastics; North Bailey (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

PTA Plastics is seeking an Executive Administrative Assistant to provide high-level support to the VP of Finance, VP of Sales, and VP of Product Development. The role requires judgment, discretion, organization, and the ability to manage competing priorities in a fast-paced business environment.

The ideal candidate is proactive, dependable, and highly organized. The position is full-time, approximately 40 hours per week, with flexibility to support meetings, travel, and deadlines.

Qualifications

• 3+ years of administrative or executive support experience.
• Ability to prioritize work across three senior leaders.
• Strong written and verbal communication skills.
• High level of discretion, judgment, integrity and confidentiality.
• Experience in manufacturing, industrial, sales, finance, or corporate environment is a plus.

Responsibilities

• Provide day-to-day administrative support to three VP leaders, balancing priorities across functions.
• Manage calendars, coordinate meetings, and resolve scheduling conflicts.
• Coordinate internal and external meetings, agendas, materials, and follow-up items.
• Assist with travel planning, itineraries, accommodations, and expense reports.
• Draft, edit, and format emails, correspondence, presentations, and reports.
• Organize confidential files and department documentation.
• Track action items and deadlines from leadership meetings and projects.
• Support preparation for customer, sales, and leadership meetings and events.
• Assist with meeting coordination and documentation for executives.

Skills

Executive support

Time management

Communication

Discretion

Microsoft Office

Tools

Outlook

Teams

Word

Excel

PowerPoint

Job description

Position Summary

The Executive Administrative Assistant provides high-level administrative and organizational support to the VP of Finance, VP of Sales, and VP of Product Development. This role serves as a trusted partner to three senior leaders and requires strong judgment, discretion, organization, and the ability to manage competing priorities in a fast-paced business environment.The ideal candidate is proactive, dependable, highly organized, and comfortable working independently. The position is full-time, approximately 40 hours per week, with flexibility in scheduling to support business needs, meetings, travel, and key deadlines.

Key Responsibilities

• Provide day-to-day administrative support to the VP of Finance, VP of Sales, and VP of Product Development, balancing priorities across all three functions.
• Manage calendars, coordinate meetings, resolve scheduling conflicts, and help ensure leaders are prepared for upcoming commitments.
• Coordinate internal and external meetings, including agendas, meeting materials, conference rooms, Microsoft Teams invitations, and follow-up items.
• Assist with travel planning, itineraries, accommodations, and related logistics; prepare and process expense reports as needed.
• Draft, edit, proofread, and format emails, correspondence, presentations, reports, and other business documents.
• Organize and maintain confidential files, records, contact information, and department documentation.
• Track action items, deadlines, and follow-up commitments from leadership meetings and key projects.
• Assist with preparation and coordination for customer meetings, sales meetings, leadership meetings, conferences, and other business events.
• Support Sales and Product Development with meeting coordination, presentation preparation, customer or product documentation, and administrative follow-up.
• Support the VP of Finance and Finance organization with scheduling, document preparation, meeting coordination, and other administrative needs.
• Act as a professional point of contact for employees, customers, vendors, and other external parties interacting with the supported executives.
• Handle sensitive and confidential business, financial, personnel, customer, and strategic information with appropriate discretion.
• Provide general office and project support and assist with special assignments as business needs arise.

Qualifications

• 3+ years of administrative or executive support experience; experience supporting senior leaders is preferred.
• Excellent organizational and time-management skills with the ability to prioritize work across multiple executives.
• Strong written and verbal communication skills and a professional communication style.
• High level of discretion, judgment, integrity, and confidentiality.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Strong attention to detail and consistent follow-through.
• Ability to work independently, anticipate needs, and take ownership of assignments.
• Comfortable adjusting priorities and responding to changing business needs.
• Experience in a manufacturing, industrial, sales, finance, or corporate environment is a plus.

Work Schedule

This is a full-time position averaging approximately 37.5-40 hours per week. The schedule will align with regular business hours and the needs of the supported executives. Some flexibility may occasionally be needed for important meetings, travel coordination, or time-sensitive business matters.

Success in This Role

Success will be measured by the ability to keep three senior leaders organized and prepared, communicate professionally, protect confidential information, anticipate administrative needs, follow through on commitments, and create additional capacity for the VP of Finance, VP of Sales, and VP of Product Development to focus on their highest-priority