Executive Quality Administrative Assistant

Safran; Wall Township (NJ); On-site; USD 70,000 - 100,000; Full time

Job summary

Safran Aerosystems in Wall Township, NJ seeks an experienced administrative professional to support the Vice President, Quality. The role focuses on high-level coordination, calendar management across time zones, and handling confidential information within a fast-paced aerospace environment.

The successful candidate will manage quality documentation, support QMS activities, audits, and reporting, while coordinating with HR and other stakeholders.

Qualifications

• Associate's or Bachelor's degree required.
• Minimum 5+ years of administrative experience in quality, manufacturing, or aerospace environment.
• Experience with Quality Management Systems (AS9100) and document control is required.
• Strong executive-level administrative and organizational skills.

Responsibilities

• Provide administrative support to the Vice President, Quality.
• Manage complex calendars, meetings, and prioritize across multiple time zones.
• Coordinate leadership and executive reviews, including agenda, materials, minutes, and action tracking.
• Prepare executive communications, presentations, and reports.
• Maintain quality records and assist with QMS documentation and calibration tracking.
• Support audit preparation and ensure documentation accuracy and accessibility.

Skills

Executive support

Calendar management

Document coordination

Communication skills

Education

Associate's or Bachelor's degree

Tools

MS Office

AS9100

Job description

Safran is an international high-technology group operating in the fields of aerospace (propulsion, equipment and interiors), space and defense. Its mission is to contribute sustainably to a safer world, where air transport becomes ever more environmentally friendly, comfortable and accessible. Present on every continent, the Group employs 110,000 people and generated €31.3 billion in revenue in 2025. Safran holds, either independently or through partnerships, leading global or European positions in its markets.

Safran was ranked second in the Aerospace & Defense sector in TIME magazine's "World's Best Companies 2025" ranking.

Join Safran Aerosystems: an international leader in aviation safety, fluid management and fuel systems. Our strength? Innovating to enhance flight safety (oxygen systems, evacuation systems, flotation systems) and driving the transition toward decarbonized aviation through sustainable fuels. 6,200 employees, operations in 7 countries, and one shared objective: a safer sky.

Safran Aerosystems' Wall Township, New Jersey facility is home to the North American headquarters of our Evacuation Systems Business Unit (SEV). Here, you will help design, manufacture, maintain, and support life-saving aircraft evacuation systems, including emergency slides, life rafts, and flotation devices.

Be part of a team that is driven by a strong culture, guided by shared values, and committed to making a positive impact giving back to the communities where we live and work.

Essential Duties and Responsibilities

• Perform administrative and clerical duties to support Quality personnel and department operations
• Assist with maintenance of the Quality Management System (QMS), including document control, record retention, audit support, and calibration tracking
• Maintain revision control and distribution of quality documents (electronic and paper-based systems)
• Administer systems related to calibration, stamp control, and internal auditing
• Maintain quality records in accordance with retention requirements, including archiving and off-site storage
• Prepare, compile, and distribute departmental reports, KPIs, and performance metrics
• Assist in developing and formatting procedures, work instructions, and quality documentation
• Maintain training records for Quality personnel and coordinate with Human Resources as needed
• Manage distribution and tracking of controlled documents and standards
• Coordinate and maintain quality-related information on company intranet systems
• Support audit preparation by ensuring documentation accuracy, completeness, and accessibility
• Provide direct administrative support to the Vice President, Quality
• Manage complex calendars, meeting schedules, and priorities across multiple stakeholders and time zones
• Coordinate leadership meetings, staff meetings, and executive reviews (agenda preparation, materials, minutes, and action tracking)
• Prepare, format, and distribute executive-level communications, presentations, and reports
• Support preparation of business reviews, customer presentations, and operational performance updates
• Act as a liaison between the Vice President and internal/external stakeholders, ensuring timely communication and follow-up
• Manage travel arrangements, expense reports, and logistics for executive activities
• Handle highly confidential and sensitive information with professionalism and discretion
• Track and follow up on key actions, initiatives, and strategic priorities on behalf of the Vice President
• Assist in organizing site visits, customer engagements, audits, and leadership events
• Maintain organized filing systems (electronic and physical) for executive and departmental records
• Adheres to safe work practices and contributes to the evolution of the health, safety, and environmental program and culture
• Regular, predictable attendance is required
• Other duties may be assigned

This role ensures efficient operation of quality systems, document control, and reporting processes, while enabling executive effectiveness through high-level coordination, communication, and organizational support. The position requires strong attention to detail, discretion, organizational excellence, and the ability to operate across multiple priorities in a fast-paced aerospace environment.

Education and/or Experience

• Associate's or Bachelor's degree in related field
• Minimum 5+ years of administrative experience
• Experience in Quality, manufacturing, or aerospace environment
• Document control systems and records management required

Knowledge/Skills

• Knowledge of document control and record retention processes
• Familiarity with Quality Management Systems (AS9100)
• Executive-level administrative and organizational skills
• Ability to manage multiple priorities and shifting demands with high accuracy
• Advanced proficiency in Microsoft Office
• Strong written and verbal communication skills, including executive communications
• High level of discretion and confidentiality
• Ability to work independently and proactively
• Strong coordination, planning, and follow-up skills