Executive Assistant & Project Manager at TEVET

Greeneville, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

16 Jan, 26

Salary

0.0

Posted On

18 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Project Management, Calendar Management, Communication, Confidentiality, Organization, Time Management, Problem Solving, Decision Making, Interpersonal Skills, Microsoft Office Suite, Travel Coordination, Meeting Facilitation, Relationship Building, Digital Agility, Flexibility

Industry

Aviation and Aerospace Component Manufacturing

Description

JOB SUMMARY The Executive Assistant & Project Manager (EA / PM) provides dedicated support to the CEO/President of TEVET. This person will assist the CEO to manage his direct reports which include the CFO, CIOO, and VP Sales. TEVET’s headquarters are in Greeneville, TN. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality and always demonstrates ethical behavior. Must maintain composure with constantly evolving priorities, exercising discretion and exceptional independent judgement and flexibility to perform multiple projects and some personal assistance to the CEO in a variety of high-pressure situations. DUTIES & RESPONSIBILITIES · Work closely and effectively with the CEO and his C-Suite to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Proactively complete a broad variety of administrative responsibilities that facilitate the CEO and C-Suite’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; meeting summaries and maintaining contact lists. · Provide highly organized calendar management for CEO. Manages and ensures the schedule is organized efficiently; prioritize inquiries and requests while resolving all conflicts in advance; make judgements and recommendations to ensure smooth day-to-day engagements creating an impenetrable schedule 24-48 hours in advance. · Schedules internal and external meetings on behalf of the CEO, and on occasion the members of the C-Suite and ensures relevant meeting material is provided and ready for review by the CEO no later than 24 hours before the meeting. · Screens CEO emails, phone calls, correspondence and visitors using discretion and judgment to direct them to appropriate individuals. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to ensure appropriate business etiquette is maintained. · Reviews and answers inquiries using initiative and determines within established guidelines if executive action is required. Provides information as appropriate regarding organization and procedures. · Provide a bridge for smooth communication between the CEO and C-Suite, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the office administrator on behalf of the CEO and other C-Suite leaders as requested. · Coordinate executive communications across multiple channels including phone calls, email, and video conferences. Follow up on contacts made by the CEO and C-Suite to cultivate ongoing relationships and record and follow up on actionable items that come from meeting attendance; provide status updates regularly to CEO. · Arrange complex and detailed travel plans and itineraries and compiles documents for travel-related meetings. This responsibility extends to business and personal travel and includes completing expense and mileage reports as needed. · Coordinate and facilitate all Executive Team meetings and retreats and assist with staff meetings and events as needed. Project lead for the company’s annual meeting (annually in January) to ensure its success which requires a high level of organization, discretion including various other members of the team in the planning and preparation of the event. · Manage CEO and other C-Suite leaders on project progress and expected completion to meet defined deadlines, some of which could be confidential and/or have organizational impact. · Prioritize conflicting needs, handle matters expeditiously, proactively, and follow- through on projects to successful completion, often with deadline pressures from CEO. · Willingness to serve with the team on any role or duty as needed so that we can honor our commitment to do what we said we will do for our customers. SUPERVISION Provide direct supervision to an office administrator to ensure successful outcomes and deadlines are met. Influences, persuades, negotiates, and motivates others to achieve desired work results. DECISION MAKING RESPONSIBILITIES Exercise discretion and good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. EDUCATION / EXPERIENCE · Bachelor’s degree and a minimum of five years of relevant Executive Assistant experience working directly for a CEO. · Demonstrated extensive high-level administrative experience supporting executive-level individuals. · Excellent verbal and written communication skills, including editing and proofreading. · Excellent planning and organizational skills. · Demonstrated ability to handle sensitive issues and maintain confidentiality. · Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies. · Contextual understanding of executives’ roles within TEVETs organizational framework. · Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact. · Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines. · Genuine desire and ability to contribute and foster a positive and fun workplace. · Advanced computer skills and expert in using MS Office Suite software. · Advanced level administrative skills for an entity greater than 75 people. · Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact, diplomacy, and confidentiality. · Ability to work across teams and with a variety of projects and stakeholders. COMPETENCIES Core: · Digital Agility / Technology Savvy – Solid working knowledge of business- related computer software and various electronic communications tools including AI bots, transcription services, etc. Ability to learn new software platforms and technology quickly. · Builds Relationships - Ability to manage and influence relationships with professional acumen, and a positive and polished demeanor throughout TEVET, our customers, and partners. · Operates with Excellence - Ability to work with minimal supervision, while following instructions and being responsive to management direction; takes responsibility for own actions; proactive in completing personal commitments and follow up on actionable items for other leadership. · Enables Growth – Ability to analyze information to make data-driven decisions. Ability to embrace change, with internal motivation to develop processes in pursuit of continuous improvement. · Be Present – Ability to stay focused and speak with purpose. Organizes meetings in advance and prepares information for those meetings in advance i.e. agenda’s, meeting slides, etc. Functional: · Communication - Excellent verbal and written communication skills; exceptional attention to detail. · Discretion and Confidentiality - Performs administrative functions for the CEO and C-Suite which are often complex, confidential and time sensitive. · Organization & Time Management - Strong organizational and time management skills with flexibility to effectively respond to changing priorities and meet deadlines. · Solutions Oriented - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully. Report back to CEO any concerns in the gathering of information. · Decision Making - Displays willingness to make decisions; Exhibits sound and accurate judgment. EQUIPMENT PROFICIENCY · Proficient in Microsoft Office Suite (Outlook, Word, Excel, and Power Point), WRIKE (or similar Project Management platforms), Adobe Acrobat, and Social Media web platforms. · Microsoft Outlook calendars / scheduling · Virtual meeting platforms / Video Conferencing. WORK ENVIRONMENT Typical office environment with ambient room temperatures, lighting, and traditional office equipment. This position requires working from HQ offices in TN three days a week. Requires flexibility and availability to communicate and engage with work outside typical 8:00am – 5:00pm M-F schedule. Periodic travel will be required both locally and nationally to attend HQ meetings, Board meetings, tradeshows or similar events as assigned by CEO. There may be some weeks you are required to work every day at headquarters. PHYSICAL DEMANDS Use of office equipment throughout the day. Individuals may need to sit or stand. May require moving around primarily on a level surface periodically throughout the day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques required. and duties of this position.

Responsibilities

The Executive Assistant & Project Manager provides dedicated support to the CEO/President, managing communications and schedules while assisting with various projects. This role requires high-level organization, discretion, and the ability to handle multiple priorities in a fast-paced environment.