Executive Assistant & Project Manager

About TEVET LLC

For the past two decades, TEVET has been the leading federal reseller of engineering equipment and supplies, a premier provider of cutting-edge solutions in technology and defense.

We specialize in providing Test and Measurement equipment and software for government agencies and their prime contractors.

We understand the complexities of the aerospace and defense industry's technical challenges and critical compliance requirements. Our commitment is to simplify the procurement process and continue the innovation journey.

TEVET is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

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 assist and manage his direct reports.

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 and personal assistants 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 and personal assist to ensure successful outcomes and deadlines are met. Influences, persuades, negotiates, and motivates others to achieve desired work results.

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.