Executive Administrative Assistant

About the Role

ZT Systems is seeking a highly organized, proactive, and strategic Executive Administrative Assistant to provide comprehensive support to Senior Executives. The role requires managing complex calendars, travel coordination, financial tracking, communications, projects, and day‑to‑day business operations while maintaining a high level of professionalism and confidentiality.

Provide high‑level administrative support to Senior Executives, including calendar management, scheduling, correspondence, and meeting coordination. Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, and related logistics. Prepare and submit expense reports and assist with review and approval of team expenses. Manage executive priorities by evaluating competing demands and proactively adjusting schedules and workflows.

Create, submit, and track Capital Expenditure (CAPEX) requests, change orders, contracts, invoices, and other business documentation. Monitor purchase orders and invoices through SAP and ensure timely processing and reconciliation. Reconcile purchase orders, invoices, and CAPEX projects against budgets and accounting records. Maintain and manage department distribution lists and shared inboxes, ensuring inquiries are routed appropriately.

Assist with the preparation of presentations, reports, and executive communications by gathering and organizing key information and documentation. Coordinate employee onboarding activities and partner with Human Resources on employee recognition and engagement initiatives. Manage conference room scheduling, visitor coordination, vendor interactions, and catering arrangements.

Support department purchasing, budget tracking, and expense management processes. Assist with departmental meetings, offsites, events, and special projects from planning through execution. Provide general administrative support, including filing, scanning, document preparation, and records management.

Serve as a collaborative partner across teams, providing backup support and ensuring seamless operations. Anticipate executive and organizational needs, proactively identifying opportunities to improve efficiency and effectiveness.

Bachelor’s degree or equivalent combination of education and relevant experience. Minimum of 5 years of executive or administrative assistant experience supporting senior leaders. Demonstrated ability to manage multiple projects and priorities simultaneously in a fast‑paced environment. Strong strategic thinking skills with the confidence and judgment to advise and support executive leadership.

Exceptional organizational, planning, and follow‑through abilities. Strong problem‑solving skills with a proactive, solutions‑oriented mindset. Excellent verbal and written communication skills. Ability to work independently while effectively collaborating across teams and functions. Experience handling highly sensitive and confidential information with discretion.

Outstanding interpersonal skills with the ability to interact professionally with employees, executives, customers, and vendors at all levels. Strong attention to detail and commitment to accuracy. Resourceful, adaptable, and eager to learn.

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with SharePoint, Docu Sign, and SAP preferred.
• Strong proficiency with Google Workspace and related productivity tools.
• Experience with project tracking, budget management, and expense reporting systems.
• Word Press experience is a plus.

• Positive, collaborative, and customer‑service‑oriented attitude.
• Ability to remain calm under pressure and effectively navigate changing priorities.
• Strong business acumen and sound judgment.
• Ability to anticipate needs and think beyond immediate tasks to support long‑term objectives.
• A team‑first mentality with a willingness to roll up your sleeves and help wherever needed.
• Natural curiosity, creativity, and commitment to continuous improvement.

At ZT Systems, a Sanmina Company, you’ll…