Executive Assistant, CXO

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges.

Join us and create a higher standard for a better world.

ESSENTIAL FUNCTIONS

• The role will provide support for meetings and interactions with internal staff and occasionally with external customers and board / committee members and leaders. Duties include creating and editing 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 executives 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.
• Organizing and coordinating executive outreach and external relationship efforts with other associations, foundations, stakeholders and key global, domestic partners.
• Acting as the staff liaison for the SAE Finance and Audit & Risk Committees, including handling logistics and preparing agendas and minutes for those and other committee meetings, assisting the CXOs with managing the committees, and collaborating with the Governance Administrator and CXOs to ensure that governance requirements are met.
• Other administrative duties such as creating requisitions and purchase orders, processing invoices, 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.
• Drafts and/or proofreads routine and non-routine correspondence, including speeches for accuracy, completeness and compliance with the organization's standards, policies and procedures. Advises and prepares communications as needed regarding significant major life events of staff and Board, e.g., birthdays, illnesses, births, etc.

MINIMUM REQUIREMENTS

• Bachelor's degree in Business, Communications, or a related field; OR an Associate's degree with equivalent years of experience.
• At least 6 years of experience as an Executive Assistant to a senior executive (VP-level or higher), or an equivalent combination of education and experience.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint), MS Teams, WebEx, and Concur (or similar).
• Experience with domestic and international travel planning, appointment scheduling, and meeting planning.
• Budget responsibilities, including CXO budget monitoring.
• High attention to detail and ability to produce high-quality work.
• Strong ability to multi-task, independently prioritize, and meet deadlines.
• Excellent organizational skills and ability to handle confidential information with discretion.
• Strong oral, written, and listening communication skills-able to speak clearly and persuasively in various situations.
• Works effectively under stress and manages change, delays, or unexpected events positively.
• Strong interpersonal skills, diplomacy, and cultural awareness.
• Ability to identify and resolve problems in a timely manner and contribute to group problem-solving.
• Demonstrated ability to work independently while balancing team collaboration.
• Exhibits professionalism, respect, and effectiveness in interactions across all levels of the organization and external partners.
• Takes initiative, offers help when needed, and supports a culture of continuous improvement.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• 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.

ABOUT THE ORGANIZATION

SAE IndustryTechnologies Consortia (SAE ITC)enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.

The Performance Review Institute (PRI)is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.

SAE International (SAEI)is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.

Fullsight is a shared services group working across three affiliate organizations, SAE ITC, SAE International, and Performance Review Institute (PRI), uniformly delivering HR, IT, Legal, Customer Success, Finance, and Procurement services, which enables us to distribute resources across all parts of our businesses.

EEO CLAUSE

Fullsight provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.