Executive Administrative Assistant

Executive Administrative Assistant

American Rheinmetall delivers cutting-edge vehicle systems, mechanical systems, fabricated structures, armored products, rubber solutions, and track systems, serving both defense and commercial markets with innovation and precision.

The Executive Administrative Assistant works within the American Rheinmetall (AR) team focused on coordinating schedules of senior management, acting as point of contact between senior managers and employees. This role is critical in ensuring efficient operations and communication within the organization. The Executive Administrative Assistant is detail-oriented, resourceful, and capable of managing a wide range of administrative and executive support-related tasks with the highest level of confidentiality and discretion.

• Organizes and prioritizes the executive's appointments, meetings, and travel.
• Anticipates schedule conflicts and proactively reschedules when necessary.
• Ensures adequate preparation time between engagements.

• Acts as the gatekeeper for calls, emails, and messages.
• Drafts, proofreads, and sends correspondence on behalf of the executive.
• Coordinates with board members, stakeholders, and clients as needed.
• Maintains confidentiality in all communications.

• Schedules and confirms meeting logistics.
• Prepares agendas, presentation materials, and reports.
• Records meeting minutes and tracks action items to completion.

• Books flights, accommodations, and transportation as requested.
• Prepares itineraries and travel documents.
• Manages last-minute changes or disruptions.

• Organizes and maintains digital and physical files.
• Prepares reports, briefs, and presentations.
• Conducts research on behalf of the executive to support decision-making.

• Assists with project tracking and deadlines.
• Co‑ordinates with other departments and external partners.
• Assists in the management of special initiatives.

• Processes expense reports and reimbursements.
• Assists with budget tracking and purchase orders as needed.

• Anticipates executive needs and provides proactive solutions.
• Assists in the prioritization of tasks to align with company goals.

Other duties as assigned to support the executive team and ensure the smooth operation of the office.

• Knowledge of office procedures.
• Strong proficiency of office management systems, ERPs and MS Office (Outlook, Word, Excel, PowerPoint) and other office tools.
• Familiarity with online calendars and cloud systems.
• Exceptional oral and written communication skills.
• Ability to work collaboratively in a team environment, supporting group objectives and contributing to shared success.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• High degree of professionalism and discretion when dealing with sensitive information.

• Bachelor's Degree or five to ten years related experience and/or training; or equivalent combination of education and experience.

• Must undergo and meet company standards for background check, employment verification, reference checks and controlled substance testing.

• DoD or previous military experience preferred.
• Experience supporting C-level executives.
• Comfortable working independently and as part of a team.
• Proactive problem‑solving approach with strong attention to detail.

This position requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:

• Standard office hours, with occasional overtime as needed.
• May require occasional travel to other American Rheinmetall facilities as needed.
• Ability to lift up to 25 pounds occasionally.