Executive Assistant, EVP/COO

SAE International

Executive Assistant supporting the EVP/COO at SAE, facilitating communication and managing schedules. Collaborating with leadership, providing administrative assistance and ensuring organizational effectiveness in a hybrid setting.

Posted 5/9/2026full-timeWarrendale • Pennsylvania • 🇺🇸 United StatesLeadWebsite

About the role

Key responsibilities & impact

Provide administrative support to the Senior Leadership Team by creating and editing agendas, presentations, reports, business plans and objectives on a recurring basis, and coordinating other correspondence, documents, spreadsheets and presentations based on executive expectations
Flexibly manages busy calendars for the EVP/COO through effective prioritization and scheduling of meetings
Proactive handling necessary tasks to identify and manage conflicts in advance of future scheduled events, travel arrangements, and changes in priorities
Monitor deadlines, track progress toward task completion and communicate when there are concerns
Responsible for meeting preparation (all staff, executive, leadership, off-site, etc.) and logistics through effective use of audio visual, other tools and technologies
Coordinates business itineraries, travel arrangements (domestic and international), conferences, meetings and other business functions, including registration for conferences, proper documentation (i.e., visas, itineraries, representation letters, etc.) and changes as needed
Other administrative duties such as supplying information, managing budgets, completing and approving expense reports, filing, maintaining records and assisting with various meeting logistics
Handles ordering of meals and refreshments as appropriate
Partners with other assistants to ensure seamless operations of the organization
Provide Direct support to the EVP/COO and Board of Directors and related committees, including communication and problem resolution
Also responsible for managing Board meeting logistics, including vendor negotiations, creating agendas, writing minutes, recording actions and conducting follow-up to ensure completion within designated deadlines and all Board related activities including communications with all Board members
Contribute to the achievement of organizational goals
Manage multiple projects simultaneously
Build cross-functional relationships between departments
Acting as a point of contact between EVP/COO and employees
Update internal collaborative documentation regularly
Track and help drive the completion of other key deliverables and follow up on outstanding items

Requirements

What you’ll need

Bachelors degree in Business, Communications or related field or Associates degree with years of experience
At least 6+ years experience in an Executive Assistant capacity to a senior executive, preferably VP-level and higher or an equivalent combination of education and experience
Travel planning (domestic/international) and appointment scheduling experience
Meeting planning experience
Advanced Proficiency in MS Office software (Outlook, Word, Excel and PowerPoint), MS Teams, WebEx, Concur (or similar)
Positive professional attitude, committed to excellence and able to independently execute
Demonstrated experience in handling confidential information and discretion in dealing with proprietary information and deals
High attention to detail and high quality work product
Strong ability to multi-task, independently prioritize, and meet project deadlines as scheduled
Excellent oral, listening and written communication skills - speaks clearly and persuasively in positive or negative situations
Work effectively under stress and able to positively manage frequent change, delays, pressure or unexpected events
Demonstrated excellent organizational skills
Excellent levels of interpersonal skills and diplomacy with strong political and cultural awareness
Speaks clearly and persuasively in positive or negative situations; listens and obtains clarification; responds well to questions; participates in meetings
Balances team and individual responsibilities; Gives and welcomes feedback; supports everyone’s efforts to succeed.
Communicates effectively on projects
Exhibits respectful behavior and works effectively in interactions with all levels of the organization and external partners
Volunteers readily; takes independent action and asks for and offers help when needed
Identifies and resolves problems in a timely manner; develops alternative solutions; works well in group problem-solving situations and is willing to make decisions
Budget responsibilities include Executive Office development and monitoring

Benefits

Comp & perks

Ability to travel 10% of the time
May be required to lift 15 lbs
Ability to work for long periods at a computer/desk
Standard office environment

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

travel planningappointment schedulingmeeting planningadvanced proficiency in MS OfficeMS TeamsWebExConcurbudget managementdocument preparationproject management

Soft Skills

positive professional attitudeattention to detailmulti-taskingoral communicationlistening skillsorganizational skillsinterpersonal skillsdiplomacyproblem-solvingindependence