Executive Administrative Assistant

Torch Technologies is seeking a professional, self-motivated Executive Administrative Assistant to work as part of a team supporting the Corporate Office. This position involves exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment.

Overview

• Assists the executives with administrative functions of the corporate office.
• Takes care of a wide variety of complex activities involving the administrative functions of the corporate office.
• Composes correspondence requiring knowledge of company culture, recipient perspective, executive views, and some understanding of technical matters.

Typical Functions

• Creates complex executive/Board of Director - level PowerPoint slides for incorporation into multiple, larger decks of information
• Creates Adobe forms working collaboratively to define form requirements and generate user friendly documents.
• Creates/edits Word documents, compiling information into cohesive documents to meet both internal and external requirements.
• Maintains corporate resources and historical documents, using central share drives and SharePoint, in a timely and organized fashion to ensure data accessibility and optimum organization.
• Schedules meetings, keeping executive calendars, arranging travel, and facilitating communications from management to employees.
• Completing and filing expense reports for executive travel and corporate events.
• Helps organize and administer large meetings, including logistics of food, seating, and flow.
• Sets up video teleconferences to support meetings with remote locations
• Assists in establishing appointment priorities or reschedules.
• Summarizes the content of incoming materials, specially gathered information, or meetings to assist executives; coordinates the new information with background office sources; draws attention to important parts or conflicting data.
• Collect, Compile and Share IR&D Packages working with CTO and Technical Council to Finalize Project Selections and Communication
• Manages the Torch Store to include, expansion of items, maintenance of inventory, placing orders and disbursing.
• Locates and attaches related documents to correspondence that requires the attention of the corporate office personnel.
• Prepares outgoing correspondence for executive approval
• Consolidates meeting slides and alerts input writers to any conflicts or departures from policies or executive's viewpoints; gives advice to writers to resolve the problem.
• Anticipates methods to ensure the office functions efficiently.
• Handles details of a confidential nature, and performs administrative functions based on understanding of company policy, executives' views, and philosophy.
• May take and transcribe notes.
• Performs other secretarial and administrative duties.
• Other duties and responsibilities as required

Job Requirements

• 5+ years of relevant experience; executive level administrative experience is preferred.
• Some college and/or a degree (preferred)
• Candidate must be able to prioritize tasks and quickly switch between tasks and readjust priorities.

• Must be extremely proficient in:
  • MS Word, PowerPoint, Excel, and Adobe professional
  • Use of Adobe Acrobat/Reader to convert files to, and create fillable forms in, .pdf format
  • Experience with database software a plus.
• Must be able to create graphics for ads/flyers
• Must be able to help organize executive calendars, meetings, and travel
• Helps maintain the schedule for corporate meetings and executives
• Must be able to organize, post, retrieve data to and from MS SharePoint sites
• Must have excellent written communication skills
• Must have the ability to assist with the development of letters, presentations, spreadsheets, briefs, and memoranda.
• Must be able to work in a team environment with diverse personality types
• Will be expected to develop a good understanding of the company's policies and procedures.
• Previous experience in a government contractor environment is a plus.
• Familiarity with Deltek Cost Point, MS TEAMS, WebEx, and audio/visual equipment desirable.
• Must be able to get a security clearance
• Position is a regular full-time position and will periodically require overtime or weekend work.
• Must be able to occasionally work evening hours in support of corporate events
• Reports directly to the Chief Financial Officer

Job Type: Regular Full-time

Security Clearance: Secret

Schedule: M-F; 8-5

Work Location: Torch site

Travel: Yes, 0-10%

Benefits:

Torch Technologies is proud to offer a stable and professional work environment, a competitive salary, and an excellent, comprehensive benefit package including: ESOP participation, 401(k) match and safe-harbor contribution, medical, dental, vision, life insurance, short-term disability, long-term disability, flexible spending accounts, Health Saving Accounts and Health Reimbursement Accounts, EAP, education assistance, paid time off, and holidays.

Applying to Torch Technologies:

Only those candidates invited for an interview will be contacted. Employment at Torch Technologies is contingent upon the successful completion of a comprehensive background check.

Torch Technologies is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Employment Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability or any other protected class.

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