Executive Business Assistant (US)

Aero Tec Laboratories Ltd (ATL); Ramsey, Northern (NJ, KY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Aero Tec Laboratories Ltd (ATL) in Ramsey, New Jersey, seeks an Executive Business Assistant to support the CEO and senior leadership across the US business. You will manage calendars, coordinate priorities, and ensure timely execution while maintaining discretion and confidentiality.

Working closely with the UK-based Executive Assistant, you will help drive accountability, organise meetings, prepare presentations, coordinate travel, and capture follow-up actions to keep the organisation aligned

Job description

Aero Tec Laboratories was founded in 1970 as a design and testing facility for "flexible composite" materials. Shortly thereafter, the firm broadened its scope to include the actual fabrication of end products from its own outstanding fiber/elastomer composites. These end products are used in many industries, including motorsport, automotive, marine, defense, aviation, and aerospace!
Over its generation of growth, ATL USA has assembled an enviable legion of agents and distributors, plus a sister company in England, ATL UK.

Job Overview

The Executive Business Assistant will maintain strong awareness of operational activity, confidently communicate priorities, and work closely with senior leaders and managers to ensure timely execution and escalation of key issues. While administrative support (including calendar and email management) is handled by the UK-based Executive Assistant, this role is focused on operational coordination, stakeholder engagement, and driving accountability across the US business. The Executive Assistant will also act as an extension of the CEO to the Senior Leadership Team.

Responsibilites

• Work directly with the CEO to support all aspects of their daily work routine.
• Act as the CEO’s eyes and ears in Ramsey, identifying issues, surfacing insights, and ensuring timely follow-up
• Collaborate closely with the UK-based Executive Assistant to ensure seamless support to the CEO, including providing cover for calendar and email management during periods of absence or leave.
• Assisting with or managing specific projects on behalf of the CEO, helping to track progress and deadlines.
• Handling sensitive company and personal information with discretion and maintaining confidentiality.
• Implementing systems and processes that help streamline workflows, keeping everything from meetings to documentation well-organised and accessible.
• Acting as a liaison between the CEO with other staff, clients, and stakeholders.
• Chair and lead the monthly Management meeting ensuring that follow-up actions are tracked and completed.
• Attend meetings as needed, capturing key actions and driving accountability and ownership within the team.
• Ensure the CEO is well-prepared for meetings, with clear agendas, context, and follow up actions. Co-ordinate travel for the CEO and other US based employees as required.
• Keep records of all travel-related expenses for the CEO, ensuring receipts and documents are submitted for reimbursement and accounting.
• Assist the CEO in the development of presentations for internal and external audiences.
• Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Compose and prepare letters for the CEO’s signature.
• Coordinate departmental reporting in line with ISO requirements, chasing, reviewing and actioning any relevant points on behalf of the CEO where possible.
• Use environmentally sustainable practices in accordance with the organisation’s environmental policy.
• Seek ways to reduce waste and energy usage in accordance with the organisation’s environmental objectives.
• All employees are responsible for taking reasonable care of their own health and safety and that of others who may be affected by their actions, and for complying with all company health and safety policies, procedures, and training.

You may be required to complete other tasks, as required by the business.