Executive Assistant

SP Industries Inc., an ATS Company, is seeking an Executive Assistant to join our team in Warminster, PA. This role is ideal for a professional who thrives in a fast-paced environment, excels at managing priorities and confidential information, and enjoys being a trusted partner to executive leadership.

Key Responsibilities

• Manage complex calendars, schedule appointments, and coordinate meetings using Microsoft Outlook.
• Prepare, edit, format, and maintain professional presentations, reports, spreadsheets, and other business documents.
• Draft, proofread, and distribute correspondence, including emails, letters, reports, and other communications.
• Independently respond to routine internal and external correspondence on behalf of leadership.
• Coordinate internal and external meetings, including agenda preparation, meeting logistics, room bookings, and catering arrangements as required.
• Receive, sort, distribute, and maintain records of incoming and outgoing correspondence.
• Utilize advanced Microsoft Office skills to format PowerPoint or Word documents, including tables, graphics, Excel integrations and document organization.
• Track action items and assignments, follow up with stakeholders, and prepare status reports to ensure timely completion of deliverables.
• Prepare, consolidate, and distribute periodic reports and presentation materials.
• Maintain electronic and physical filing systems, ensuring records are organized, secure, and readily accessible.
• Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and expense documentation.
• Handle highly sensitive and confidential information with discretion and professionalism.
• Assist in the planning, coordination, and execution of corporate meetings, events, and employee engagement activities.
• Provide general administrative support and undertake additional responsibilities as assigned.
• Ensure all business activities are conducted in accordance with the ATS Code of Business Conduct and the highest ethical standards.
• Comply with all applicable health, safety, and environmental policies, procedures, and regulations.

Qualifications

Education

• Post-secondary education in Business Administration, Office Administration, Executive Administration, or a related field.

Experience & Skills

• Minimum of two years of experience in an administrative, executive assistant, or office support role.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Access, Visio, and other business software.
• Strong organizational, administrative, and time management skills with exceptional attention to detail.
• Demonstrated ability to prioritize competing demands and meet deadlines in a fast-paced environment.
• Excellent interpersonal, verbal, and written communication skills, with the ability to interact professionally with employees, leaders, customers, and external stakeholders.
• Ability to work independently with minimal supervision while contributing effectively within a collaborative team environment.
• Proven ability to exercise sound judgment, maintain confidentiality, and demonstrate initiative in resolving issues.
• Strong customer service orientation and a proactive, solutions-focused approach.

HSE

All employees have the responsibility to work in a safe manner and report any health, safety or environmental concern to their manager or supervisor in a timely manner.

Employee responsibilities for Health, Safety and Environment include:

• Work in compliance with divisional health, safety and environmental procedures
• Refrain from removing or altering safety devices or guarding unless hazardous energies are controlled through lockout-tagout methods
• Report any unsafe conditions or unsafe acts
• Report defect in any equipment or protective device
• Ensure that the required protective equipment is used for the assigned tasks
• Attend all required health, safety and environmental training
• Report any accidents/incidents to supervisor
• Assist in investigating accidents/incidents
• Refrain from engaging in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct