Senior Administrative Assistant

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

Job summary

Thermal Engineering International is seeking a Senior Administrative Assistant to provide high-level support to the COO, VP of Finance, and the TEi Executive Team. The role includes managing calendars, coordinating meetings and travel, preparing reports, and handling confidential information to ensure smooth day-to-day operations.

Responsibilities include preparing documents and expense reports, coordinating internal and external communications, and supporting meetings, events, and special

Qualifications

• Associate's degree preferred.
• Experience in manufacturing, engineering, or related industrial environment preferred.
• 5+ years in administrative or executive support roles.
• Experience supporting senior leadership.
• Strong organizational, communication, and interpersonal skills.
• Ability to prioritize multiple tasks and cross-functional work.
• Discretion with confidential information.

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 CARs, NDAs, and confidentiality agreements as required.

Skills

Executive support

Calendar management

Travel coordination

Meetings coordination

Reporting

Communication

Confidential information handling

Microsoft Office

Education

Associate degree

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.

• 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

Click link to view a summary of our benefits. https://benefits.planyear.com/Z1ESv1fu/SalaryFTRecruiting