Job Opportunity: SENEDIA/UTIC Executive Assistant

Executive Assistant to the Executive Director of the Southeastern New England Defense Industry Alliance (SENEDIA) and the Undersea Technology Innovation Consortium (UTIC)  –  Middletown, RI

Send resume to:  senedia.info@senedia.org

The executive assistant to the executive director represents SENEDIA and UTIC at all times in a variety of ways. In daily administrative duties — whether taking phone calls, answering correspondence or attending meetings and conferences — the executive assistant is the voice of the executive director. At times, the executive assistant will represent SENEDIA and UITC in the community. For this reason, it is important that the executive assistant understands the organizations’ missions and goals.

Liaises with Others

As the person with the closest knowledge of the executive director goals, opinions, interests and schedule, the executive assistant may, at times, be the point of contact between the executive director and key constituents, such as — the board of directors, member companies, the media and the public. The executive assistant must have the knowledge and confidence to make decisions, unsupervised and often without the executive director’s input. The executive assistant may supervise the work of other office staff. Creating and maintaining good working relationships with member organizations, media representatives, community members and other influential people is expected.

Handles Communication

The executive assistant responds to requests and prioritizes communication the executive director needs to review. Executive assistants often are trusted to compose documents on their own, keeping in mind the executive director’s viewpoint and the organizations’ policies. Developing and maintaining electronic and traditional files of all communication also is part of the job of the executive assistant, who is expected to keep all communication confidential and exercise discretion when releasing any information. Updating the website of the organizations also is entrusted to the executive assistant.

Coordinates Activities

In addition to coordinating the executive’s numerous activities — from attendance at local functions to managing the executive director’s schedule, making travel arrangements — the executive assistant often organizes the many functions hosted by the organizations. These could be meetings in or out of the office, tech talks, industry days, or conferences. Other duties include:

  • Provide administrative support for the Board of Directors meetings including the preparation and distribution of agendas, meeting materials, and minutes.
  • Effective management of the office workflow
  • Responsible for maintaining confidentiality and security of confidential material.
  • Provide open, timely, and effective communication, keeping the executive director abreast of salient matters and providing sound information to support decision making.
  • Analyze and resolve routine, daily matters as they come into the office.

Skills and Requirements

Executive assistants are expected to have at least an associate’s degree and five years of administrative experience in a similar environment. A bachelor’s degree is preferred.  Proven ability to handle complex and sensitive functions with discretion is desirable, along with experience working largely unsupervised and being entrusted with making important decisions. Professional experience establishing and maintaining communication with other organizations and the public also is important.

Other requirements:

  • Highly advanced organizational skills.
  • Demonstrated facility for multi-tasking; flexibility in shifting direction as new work priorities arise
  • A demonstrated proficiency in effective time management and the ability to meet deadlines; the ability to keep other work group members on track.
  • Exceptional interpersonal skills.
  • Exceptional editing ability; a commitment to error-free written communication.
  • Exceptional oral communication and presentation skills.
  • Demonstrated ability to use sound judgment; and work independently.
  • Commitment to the mission and goals of SENEDIA and UTIC.
  • Advanced technological competence as a user, including mastery of the Microsoft Office suite of applications (Word, Outlook, PowerPoint, and Excel) and social media platforms.
  • Must be a US Citizen.