Executive Quality Administrative Assistant

Profils; Wall Township (NJ); On-site; USD 48,000 - 57,000; Full time

Benefits offered by this job

On-site cafeteria

Well-Being Committee

Employee Club

Life Event Recognition Program

Sports clubs

Job summary

Safran Aerosystems USA is seeking a high-caliber Administrative Assistant to support the Quality organization and the VP, Quality. This role ensures efficient operation of quality systems, document control, and reporting processes, enabling executive effectiveness across multiple priorities in a fast-paced aerospace environment.

You will manage calendars, prepare executive communications, and coordinate audits, meetings, and business reviews with attention to detail and confidentiality.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Quality, or related field preferred.
• Minimum 5+ years of administrative experience, including 2–3 years supporting senior leadership.
• Experience in Quality, manufacturing, or aerospace environment preferred.
• Experience with document control systems and records management required.

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.

Skills

Executive communication

Discretion

Prioritization

MS Office

Written communication

Education

Associate's or Bachelor's degree in Business Administration/Quality

Tools

Document control systems

Records management software

Job description

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

What We Offer:

• On-site cafeteria with meal options, snacks, and complimentary coffee and tea
• Well-Being Committee promoting employee engagement and wellness
• Employee Club supporting social connections and team events
• Life Event Recognition Program celebrating employee milestones
• Active sports culture including golf, running, volleyball, and soccer clubs

Comprehensive Benefits:

• Medical, dental, vision, life insurance, and disability coverage
• FSA and HSA options, plus supplemental health benefits
• 401(k) with generous company match
• Profit-sharing program
• Paid time off and holidays
• Employee assistance and wellness programs
• Tuition assistance

Join Safran Aerosystems USA and become part of a team developing innovative aerospace solutions that shape the future of flight. Here, you can look to the skies and proudly say, "We did that."

At Safran, our people are at the heart of everything we do. As a global leader in aerospace, we foster a respectful, inclusive, and collaborative workplace where diverse perspectives drive innovation and excellence.

The Quality Administrative Assistant provides critical administrative and coordination support to the Quality organization while also serving as a trusted Administrator to the Vice President, Quality.

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 Business Administration, Quality, or related field preferred
• Minimum 5+ years of administrative experience, including at least 2–3 years supporting senior leadership/executives
• Experience in Quality, manufacturing, or aerospace environment strongly preferred
• Experience with document control systems and records management required

Knowledge/Skills

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

Certificates, Licenses, Registrations

• No specific certifications required
• Administrative, project coordination, or quality certifications are a plus

$48,447 - $56,925

Job location

North America, United States, New Jersey

City (-ies)

1747 NJ-34 NJ 07727 Wall Township

Bachelor's Degree

Minimum experience level required

More than 5 years

ITAR Controlled Position: Select "Yes" if role requires U.S. citizenship/permanent residency

No

General information

Entity

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.