Executive Assistant

SUMMARY

The Executive Assistant provides high-level administrative support to the Chief Executive Officer and Executive Team, ensuring efficient day-to-day operations and effective communication within the organization. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

DUTIES AND RESPONSIBILITIES

• Manages and maintains executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Serves as a liaison between executives and internal/external stakeholders, ensuring timely communication and professionalism.
• Coordinates and organizes meetings, including agenda preparation, logistics, and follow-up actions.
• Completes and submits expense reports on behalf of executives and prepares correspondence, reports, presentations, and other documents.
• Monitors and prioritizes incoming communications (emails, calls, messages) and responds on behalf of executives when appropriate.
• Organizes and facilities townhalls, celebrations, and other large employee events.
• Manages and maintains accountability for complex projects with minimal direction.
• Handles confidential information with discretion and maintains a high level of integrity.
• Assists with special projects and performs other administrative tasks as assigned.

REQUIREMENTS

Associate Degree in Business Administration, Communications, or related field, or equivalent work experience.

Five (5) or more years of prior experience supporting executives or in a similar administrative role.

Skills & Abilities

• Proven track record of providing outstanding customer service with a professional, tactful demeanor.
• Proactive and results-driven attitude, actively seeking opportunities and solutions
• Exceptional attention to detail and strong organizational skills; ability to multi-task in a dynamic environment.
• Excellent communication and collaboration skills and strong teamwork ability.
• Strong decision-making ability, sound judgment, and an appropriate sense of urgency when necessary.
• Ability to handle a wide variety of activities and confidential matters with utmost discretion.
• · Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms.

Physical Requirements

• Ability to remain stationary at a desk for prolonged periods of time.
• Ability to lift and carry supplies and materials up to 20 lbs on occasion.
• Ability to use office equipment, computers, and various electronic devices constantly throughout workday.
• Ability to move around office environment and reach with hands and arms regularly.
• Ability to communicate with others verbally and in writing, on a frequent basis.
• Ability to focus and complete tasks throughout workday in office environment.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Requirements

This position may require work at TGW customer sites. TGW's customers may require background checks before accessing their sites. Refusal to participate in a customer-required background check may result in a customer barring access and a subsequent reduction in work.

Equal Opportunity Employer

TGW Systems Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.