Executive Admin
On-sitePhoenix, Arizona, United States
Job Summary
Serve as the primary administrative point of contact for the Phoenix facility, managing front office operations including phones, email, mail, shipping/receiving, and visitor access while coordinating with onsite employees, customers, and vendors. Provide comprehensive support to site leadership and functional teams by handling scheduling, meeting coordination, document preparation, and reporting, and maintain organized electronic and physical records in accordance with company procedures. Assist with ITAR-related activities, new employee onboarding, purchasing, and internal communications while ensuring confidentiality and compliance with export regulations. Work onsite at the Phoenix, Arizona facility, supporting approximately 50 employees within a multi-state aerospace manufacturing organization. Core hours are 8:00 AM – 5:00 PM CST, with weekend work limited to critical business needs.
Required Qualifications
- High school diploma or equivalent
- Bachelor's degree
- Ability to lift and carry office supplies and materials up to 25 pounds
- Ability to sit, stand, walk, and move throughout the facility as needed
- Ability to follow safety requirements while working in and around a manufacturing environment
- Ability to work independently while remaining connected with corporate and onsite teams
- Ability to maintain confidentiality and handle sensitive information appropriately
- Years of experience supporting C-suite or senior executives in fast-paced environments
- Advanced proficiency in Microsoft Outlook and Teams
- Proven discretion handling sensitive and confidential information
- Ability to operate effectively in ambiguity while maintaining alignment with priorities
- Core Hours: 8:00 AM – 5:00 PM CST with consistent coverage across the business day
- Ownership Mindset: You are trusted to manage priorities, make operational decisions, and act on behalf of executives when appropriate
- Executive Partnership: Serve as a trusted second set of eyes—anticipating needs and proactively addressing gaps
- Responsiveness: Timely acknowledgment and clear communication on status and follow-through are expected
- Work-Life Balance: Weekend work is rare and limited to critical business needs (e.g., urgent travel issues)
Desired Qualifications
- 2+ years of administrative, office support, or related experience
- Experience supporting a manufacturing, aerospace, defense, electronics, or other regulated industry
- Experience with ITAR-controlled environments, export-controlled documentation, or security procedures
- Experience with ERP, HRIS, document management, or purchasing systems
- Experience supporting employee onboarding or HR administrative processes
- Experience supporting multiple executives (3+ principals strongly preferred)
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