SR. EXECUTIVE ASSISTANT, R&D

Job Details

Job Location

Novofaze - San Antonio, TX

Description

Summary :

The Sr. Executive Assistant, R&D provides a high level of support to the Managing Director, R&D and other company executives by efficiently managing the R&D office including performing clerical and administrative duties with a high degree of integrity, professionalism, and confidentiality.

Essential Duties and Responsibilities :

• Act as the primary point of contact for executives, employees, clients, and external partners, ensuring exceptional support and customer service.
• Manage the flow of information and executives' calendars.
• Handle travel arrangements, expense reports, and meeting logistics for executives; take and distribute meeting minutes.
• Coordinate and manage vendor or customer visits, events, and contract maintenance.
• Support the Managing Director to ensure the budget is maintained on a weekly, monthly, and annual basis.
• Oversee office management tasks, including supplies, equipment, and furniture; coordinate updates with the Administrative Services Manager as needed.
• Format and prepare internal and external communications such as memos, emails, presentations, and reports.
• Screen and direct phone calls and distribute correspondence.
• Ensure the maintenance and organization of office filing systems and sensitive information, adhering to record handling and retention requirements.
• Maintain office areas, including break rooms and meeting rooms, and coordinate company events to foster a strong culture.
• Travel between San Antonio offices and run errands when needed.
• Enter and process purchase requests in the Enterprise Resource Planning(ERP) system, IFS.
• Support safety-related supplies and participate in safety committee functions.
• Uphold strict confidentiality in all tasks.
• Perform other duties and projects as needed and assigned.

Minimum Qualifications - Education / Experience :

• Must have a High School Diploma. Bachelors' degree highly desired.
• Must have a minimum of 5 years of experience as an Executive Assistant in a professional business setting.
• Must be able to anticipate the needs of the Executive Team. Previous experience supporting an Executive team in a family owned or privately owned company highly desired.
• Must be able to exercise discretion and maintain confidentiality with sensitive company information.
• Ability to develop and sustain a high level of professionalism among staff and customers.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Proficient with MS Office (Word, Excel, PowerPoint, and Outlook).
• Must have excellent communication skills because of daily contact with the Executive Team, Sales, Operations, Human Resources and Engineering.

Physical Demands :

• Required to sit, type, have eye / hand / foot coordination, occasionally stand, walk, reach, grasp, lift, carry, push, and pull.
• Ability to lift and / or move up to 20 pounds.
• Clarity of vision including the ability to appropriately differentiate colors.
• Ability to hear, understand, and distinguish speech and other sounds.
16 hours ago