Executive Assistant

The Executive Assistant provides high-level administrative and organizational support to executive leadership at Federal Pacific. This position manages executive schedules, meetings, travel, communications, and other administrative priorities while serving as a key point of coordination between leadership and internal and external stakeholders.

The successful candidate will be highly organized, proactive, and detail-oriented, with the ability to anticipate needs, manage competing priorities, exercise sound judgment, and handle confidential information with discretion. This role requires flexibility and professionalism in a fast-paced, growing, multi-site manufacturing organization.

• Provide comprehensive administrative support to executive leadership.
• Manage executive calendars, appointments, meetings, and scheduling priorities.
• Anticipate scheduling conflicts and changing priorities and proactively coordinate solutions.
• Manage incoming requests and communications, helping prioritize matters requiring executive attention.
• Prepare, review, proofread, and format correspondence, presentations, reports, spreadsheets, and other business documents.
• Maintain organized executive records and files and handle confidential business and personnel information with discretion.
• Coordinate executive leadership, departmental, Board, and other internal and external meetings.
• Prepare and distribute agendas, presentations, reports, and supporting meeting materials.
• Coordinate meeting logistics, including rooms, technology, meals, visitors, and other arrangements.
• Attend meetings when requested to document key decisions, commitments, and action items.
• Track action items and follow-up activities to support timely completion of executive commitments.

• Coordinate executive business travel, including airfare, lodging, transportation, itineraries, and related meeting arrangements.
• Manage changes to travel plans and address logistical issues as needed.
• Prepare and process expense reports and supporting documentation accurately and timely.

• Serve as a professional point of contact for executive leadership with employees, customers, vendors, business partners, Board members, and visitors.
• Draft and proofread executive correspondence and communications as requested.
• Facilitate communication and coordination between executive leadership, departments, company locations, and affiliated businesses.
• Build effective working relationships throughout the organization and appropriately handle sensitive or time-critical requests.

• Assist executive leadership with special projects, research, presentations, and organizational initiatives.
• Gather and organize information from departments for executive review.
• Assist with leadership meetings, company events, customer visits, and other organizational activities.
• Coordinate executive and company visitors, including schedules, meetings, facility arrangements, and related logistics.
• Identify opportunities to improve administrative processes and executive office efficiency.
• Perform other duties and special assignments as required to support executive leadership and organizational needs.

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, time-management, and prioritization skills.
• Excellent written and verbal communication skills.
• Strong attention to detail, proofreading, and document preparation abilities.
• Ability to manage multiple priorities and adapt to changing business needs.
• Strong judgment, initiative, problem-solving, and follow-through.
• High level of professionalism, integrity, discretion, and confidentiality.
• Strong interpersonal skills with the ability to work effectively with executives, employees, customers, vendors, and other stakeholders.
• Ability to work independently while collaborating effectively across the organization.

• Associate's or Bachelor's degree in Business Administration, Office Administration, Communications, or a related field preferred.
• 5+ years of progressively responsible administrative or executive support experience preferred.
• Previous experience supporting senior or C-suite executives strongly preferred.
• Experience managing complex calendars, meetings, travel, and executive communications.
• Demonstrated experience handling…