Experienced Executive Assistant

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Spectrolab, Inc., a wholly owned subsidiary of The Boeing Company, is seeking an Experienced Executive Assistant to join our team in Sylmar, CA.

The Executive Assistant to the President & CEO provides high-level, confidential, and proactive administrative support to the President & Chief Executive Officer and as required, other members of executive leadership. This role is responsible for managing complex schedules, coordinating domestic and international travel, preparing expense reports, maintaining executive communications, and supporting executive-level meetings, events, and operational activities.

This position serves as a key point of coordination and communication for the executive office, ensuring seamless execution of priorities, timely dissemination of information, and efficient management of day-to-day business operations. The ideal candidate demonstrates exceptional judgment, discretion, organizational acumen, and the ability to operate independently in a fast-paced, high-visibility environment.

Essential Duties and Responsibilities

Executive Support

• Provide comprehensive administrative support to the President & CEO and other executive leaders as assigned.
• Manage and prioritize complex calendars, schedules, and meeting requests to optimize executive time and ensure alignment with business priorities.
• Prepare meeting agendas, briefing materials, presentations, and related correspondence as needed.
• Coordinate follow-up on action items, deliverables, and executive commitments to ensure timely completion.
• Anticipate administrative needs and proactively resolve scheduling or logistical conflicts.

Travel and Expense Management

• Coordinate domestic and international travel arrangements, including transportation, lodging, itineraries, and related logistics.
• Monitor travel schedules and support traveler logistics to ensure efficient execution of business travel.
• Prepare, review, and process expense reports in a timely and accurate manner.
• Reconcile corporate credit card charges and verify related payments in accordance with company policies and procedures.
• Collect, compile, and organize data and supporting documentation for executive review, approval, and/or signature.

Communication and Correspondence

• Draft, edit, and maintain electronic and written communications on behalf of the executive office.
• Process incoming and outgoing communications and correspondence to ensure timely and appropriate dissemination of information.
• Communicate professionally and effectively with internal and external stakeholders across all organizational levels.
• Maintain strict confidentiality and exercise sound judgment when handling sensitive information.
• Ensure executive communications reflect a high standard of professionalism, accuracy, and clarity.

Business Operations Support

• Track, maintain, and organize information related to executive and departmental operations.
• Maintain records, documentation, reports, and files in support of executive oversight and business continuity.
• Coordinate with relevant business partners and focal points to support the acquisition, allocation, and maintenance of resources.
• Order and maintain office supplies and other administrative materials for the executive office.
• Track and manage designated conference room schedules and resource availability to ensure efficient utilization.

Meeting and Event Coordination

• Plan and execute logistics for executive-level internal and external meetings, events, and special engagements.
• Coordinate venue arrangements, materials, attendee communications, and on-site support as needed.
• Support the preparation of briefing materials, agendas, and post-event follow-up.
• Ensure executive events and meetings are executed with precision, professionalism, and alignment to organizational standards.

Leadership and Support

• Contribute to process improvements and operational efficiencies within the executive office.
• Collaborate effectively with cross-functional teams, senior leaders, and external partners to support organizational objectives.

*Core Competencies…