Executive Assistant to Finance & Strategy

Ensign-Bickford Aerospace & Defense Company - Saint Charles, MO

Full-time

Saint Charles, MO

Fabricated Metal Product Manufacturing

About the position

The Executive Administrative Assistant at AFB International provides high-level administrative support to various executives within the organization. This role is crucial for ensuring efficient operations by managing schedules, communications, travel arrangements, and documentation while maintaining confidentiality and professionalism.

Responsibilities

• Efficiently manage and maintain the Executive's schedule, ensuring timely reminders and coordination of appointments, meetings, and conferences.
• Handle and prioritize incoming and outgoing communications, including emails, phone calls, and written correspondence, in a professional and timely manner.
• Make travel arrangements, including flight bookings, accommodations, and itinerary planning, to ensure seamless travel experiences for the Executive; submit Concur expense reports on behalf of the Executive.
• Create Purchase Requisitions and purchase materials needed for their assigned department when applicable.
• Organize and maintain records, documents, and files, both electronic and physical, ensuring easy retrieval when necessary.
• Arrange and coordinate meetings, conferences, tradeshows, and events; prepare materials, set up venues, create agendas, and take minutes when required.
• Maintain the highest level of confidentiality and discretion when handling sensitive information and documents.
• Monitor and manage expense reports, ensuring accuracy and adherence to the budget, and maintain personal expenses to be submitted to the finance team per the deadline requirements.

Requirements

• Bachelor's degree in business/business administration, or 5+ years of experience in a related field is preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in office software, including Microsoft Office Suite.
• Ability to handle multiple tasks simultaneously while maintaining attention to detail.
• High level of professionalism, discretion, and ethical standards.
• Strong problem-solving skills, self-starter, and the ability to work independently.
• Flexibility and adaptability to changing priorities and work demands.

Nice-to-haves

• IFS, Concur, and Salesforce experience preferred.

Benefits

• Equal Opportunity Employer (EOE) commitment to diversity and inclusion.