Senior Administrative Assistant

Thermal Engineering International (USA) Inc.; La Palma (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

Thermal Engineering International (USA) Inc. is seeking a Senior Administrative Assistant to provide high-level support to the COO, VP of Finance, and the Executive Team.

The role manages calendars, meetings, travel, communications, reporting, and confidential information to ensure smooth day-to-day operations. Responsibilities include preparing reports and materials, coordinating domestic and international travel, processing invoices, and producing weekly operational, sales, and financial

Qualifications

• Associate's degree preferred.
• Experience in a manufacturing, engineering, or related industrial environment preferred.
• 5+ years of administrative or executive support experience.
• Experience supporting senior or executive level leadership.
• Prior senior administrative experience supporting a department or functional team preferred.
• Strong organizational, communication, and interpersonal skills.
• Ability to prioritize multiple tasks and work effectively across functions.
• Strong judgement, attention to detail, and follow-through.
• Ability to maintain strict confidentiality when handling sensitive business and personnel information.
• Flexibility to adjust work hours based on business needs and availability to respond to urgent or time-sensitive matters as needed.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Manage executive calendars, meetings, priorities, and follow-up activities.
• Prepare correspondence, reports, presentations, meetings materials, and expense reports.
• Coordinate domestic and international travel arrangements.
• Serve as a point of contact for internal and external stakeholders.
• Maintain confidential and sensitive information with discretion.
• Support meetings, company events, special projects, and general administrative activities.
• Process invoices, maintain files and records, and track required signatures and agreements.
• Prepare weekly operational, sales, and financial reports for leadership review.
• Support Capital Appropriation Requests (CARs), NDAs, and confidentiality agreements as required.

Skills

Organizational skills

Communication skills

Interpersonal skills

Multitasking

Education

Associate's degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Description

The Senior Administrative Assistant provides high level administrative support to the COO, Vice President of Finance, and TEi Executive Team. This role manages executives' schedules, meetings, travel, communications, reporting, confidential information, and general administrative activities to support efficient day-to-day operations.

• Manage executive calendars, meetings, priorities, and follow-up activities
• Prepare correspondence, reports, presentations, meetings materials, and expense reports.
• Coordinate domestic and international travel arrangements.
• Serve as a point of contact for internal and external stakeholders
• Maintain confidential and sensitive information with discretion.
• Support meetings, company events, special projects, and general administrative activities
• Process invoices, maintain files and records, and track required signatures and agreements
• Prepare weekly operational, sales, and financial reports for leadership review.
• Support Capital Appropriation Requests (CARs), NDAs, and confidentiality agreements as required.

Requirements

• Associate's degree preferred
• Experience within a manufacturing, engineering, or related industrial environment preferred
• 5+ years of administrative or executive support experience
• Experience supporting senior or executive level leadership
• Prior senior administrative experience supporting a department or functional team preferred.
• Strong organizational, communication, and interpersonal skills
• Ability to prioritize multiple tasks and work effectively across functions.
• Strong judgement, attention to detail, and follow-through
• Ability to maintain strict confidentiality when handling sensitive business and personnel information
• Flexibility to adjust work hours based on business needs and availability to respond to urgent or time-sensitive matters as needed
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

To provide greater transparency to candidates, we include base pay ranges for all US-based job postings that encompass all potential locations and levels for the open positions. Our base pay ranges are set based on the function, discipline, level and regional location and are benchmarked against companies in the same or similar industry. Final offers may vary based on multiple factors including education, depth and relevance of work experience, relevant licenses and certifications, and may vary from the amounts listed in the job posting.

Compensation: $75,000 - $85,000 annually DOE & Location