Executive Assistant

Fullsight; Warrendale (Allegheny County); Hybrid; USD 65,000 - 100,000; Full time

Job summary

Fullsight seeks an Executive Assistant to support the CXO team with high-level problem solving and administrative tasks. You will manage calendars, coordinate domestic and international travel, prepare reports and materials, and liaise with board members and senior leaders to promote organizational efficiency.

The role requires discretion, superb communication, and the ability to prioritize in a fast-paced environment.

Qualifications

• Experience supporting senior executives with scheduling, travel, and correspondence.
• Ability to manage confidential information with discretion and tact.
• Strong time management and prioritization in a dynamic environment.
• Proven track record of high-quality written and verbal communication.
• Experience handling budgets and accounts payable processes.

Responsibilities

• Provide executive-level support to CXOs and board members.
• Coordinate calendars, meetings, and travel arrangements (domestic and international).
• Prepare presentations, reports, and business plans for executive use.
• Draft and proofread routine and non-routine correspondence.
• Monitor deadlines, track task progress, and escalate concerns as needed.
• Serve as staff liaison for governance committees and meetings.

Skills

Multitasking

Prioritization

Communication (oral)

Communication (written)

Discretion

Professionalism

Interpersonal skills

Diplomacy

Problem solving

Education

Associate's degree in Business or related field

Bachelor's degree preferred

Tools

MS Office

MS Outlook

Word

Excel

PowerPoint

MS Teams

WebEx

Concur

Job description

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges.

Join us and create a higher standard for a better world.

The Executive Assistant, CXO provides executive-level and administrative support through high-level problem solving and decision making. This role works directly with the organization's C-suite executives, senior leadership and board and committee members to advance enterprise and organizational-level mission, strategy and objectives. The role requires professionalism and a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency while contributing to the success of the overall executive team. Success in this role calls for experience and judgment to plan, accomplish goals and meet deadlines, along with strong self-motivation, work ethic, diplomacy, political awareness, multi-tasking capability and the ability to prioritize work in a dynamic environment.

Essential Functions

• Provides support for meetings and interactions with internal staff and occasionally with external customers, board and committee members and leaders by creating and editing presentations, reports, business plans and objectives on a recurring basis, and coordinating other correspondence, documents, spreadsheets and presentations based on executive expectations.
• Flexibly manages busy calendars for executives through effective prioritization and scheduling of meetings, proactively identifying and managing conflicts in advance of scheduled events, travel arrangements and changes in priorities.
• Monitors deadlines, tracks progress toward task completion and communicates when concerns arise.
• Handles meeting preparation and logistics, including effective use of audio visual and other tools and technologies.
• Coordinates business itineraries, travel arrangements (domestic and international), conferences, meetings and other business functions, including conference registration, proper documentation such as visas, itineraries and representation letters, and changes as needed.
• Acts as staff liaison for board-level committees, such as Finance and Audit and Risk, handling logistics and preparing agendas and minutes for those and other committee meetings, assisting the CXOs with managing the committees, and collaborating with the Governance Administrator and CXOs to ensure governance requirements are met.
• Performs other administrative duties such as creating requisitions and purchase orders, processing invoices, supplying information, managing budgets, completing and approving expense reports, filing, maintaining records, ordering meals and refreshments, and assisting with various meeting logistics; partners with other assistants to ensure seamless operations of the organization.
• Drafts and proofreads routine and non-routine correspondence, for accuracy, completeness and compliance with organizational standards, policies and procedures.

Minimum Requirements

• Associate's degree in Business, Communications, or a related field.
• 6+ years of experience as an Executive Assistant to a senior executive (VP-level or higher), or an equivalent combination of education and experience.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint), MS Teams, WebEx, and Concur or similar tools.
• Experience with domestic and international travel planning, appointment scheduling, and meeting planning.
• Experience with budget and billing responsibilities, including monitoring a CXO budget and managing accounts payable processes
• High attention to detail and the ability to produce high-quality work.
• Strong ability to multi-task, independently prioritize, and meet deadlines.
• Excellent organizational skills and the ability to handle confidential information with discretion.
• Strong oral, written, and listening communication skills.
• Ability to work effectively under stress and manage change, delays, or unexpected events positively.
• Strong interpersonal skills, diplomacy, and cultural awareness.
• Ability to identify and resolve problems in a timely manner and contribute to group problem-solving.
• Demonstrated ability to work independently while balancing team collaboration.
• Professionalism, respect, and effectiveness in interactions across all organizational levels and with external partners.
• Initiative, willingness to offer help, and support for a continuous improvement culture.

Preferred Qualifications

• Bachelor's degree preferred.

Working Conditions And Physical Requirements

This role operates in a standard office environment with a hybrid work arrangement, combining in-office and remote work. The role typically follows regular business hours, with occasional flexibility needed to support executive schedules, meetings, and time-sensitive requests. The pace can be fast and the work varied, requiring effective prioritization and adaptability throughout the day.

You must be able to perform the following, with or without reasonable accommodation:

• Remain in a stationary position for extended periods, such as sitting or standing at a desk.
• Move about the workspace as needed to attend meetings and access equipment or files.
• Communicate effectively in both written and verbal formats.
• Read and review detailed documents and correspondence.
• Work for long periods at a computer or desk.
• Lift up to 15 pounds as needed.

This role requires the ability to travel approximately 10% of the time, including occasional domestic and international travel to support executive and committee activities.

About The Organization

SAE Industry Technologies Consortia® (SAE ITC)

enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.

The Performance Review Institute® (PRI)

is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.

SAE International® (SAEI)

is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.

Fullsight

is a shared services group working across three affiliate organizations, SAE ITC, SAE International, and Performance Review Institute (PRI), uniformly delivering HR, IT, Legal, Customer Success, Finance, and Procurement services, which enables us to distribute resources across all parts of our businesses.

EEO CLAUSE

Fullsight 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.