AMOT Controls
Executive Administrative Assistant
Join AMOT Controls as an Executive Administrative Assistant and provide confidential administrative support to senior executives and the leadership team.
Responsibilities
Attend leadership meetings to take meeting notes, document follow‑up actions, and manage scheduling of subsequent discussions.
Help execute and coordinate follow‑up activities after leadership meetings, ensuring accountability and continuity.
Consolidate global KPIs and prepare reports and presentation content for leadership reviews.
Assist with project support related to acquisitions, including communications, notifications, and coordination with stakeholders regarding leases, permits, and other matters.
Create and support PowerPoint presentations, Excel analysis, and other materials for leadership updates, AOP meetings, and corporate or employee presentations.
Leverage AI and other advanced tools to support productivity, automation, and efficiency across administrative tasks.
Act as a technology resource to help streamline internal workflows.
Coordinate off‑site meetings (venues, hotels, catering, invitations) and all‑employee meetings (invites, breakfast, IT setup, post‑event surveys).
Prepare and submit expense reports, Pcard forms with receipts, and order non‑stock office supplies and flowers for employee occasions.
Manage visa and passport renewals and act as an on‑site notary when required.
Maintain and submit CERs through DocuSign, upload and manage contracts in Ironclad, and support document handling in DocuSign (e.g., SIPs, contract amendments).
Update organizational charts and HR slides, handle new hire processes, and send 30‑60‑180 Day Review surveys via Qualtrics.
Submit and manage Service Award documentation and purchases, and maintain the United Airlines Corporate Program.
Send internal communications (meeting reminders, announcements, updates) and serve as the point of contact for arranging internal logistics and communications across departments.
Qualifications
High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
Minimum 3 years of administrative experience supporting multiple teams or departments.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with DocuSign, Ironclad, and Qualtrics is a plus.
Strong organizational skills and attention to detail.
Ability to handle confidential information with discretion.
Excellent verbal and written communication skills.
Customer‑service orientation and ability to interact professionally with all levels of staff and external contacts.
Preferred Skills
Prior experience supporting HR or People Operations functions.
Event planning or coordination experience.
Knowledge of basic accounting principles (for expense reports, Pcard forms).
Certification as a Notary Public.
Working Conditions & Physical Requirements The noise level in the work environment is moderate (office) to loud (production area). The position requires frequent sitting and occasional standing, walking, stooping, and reaching or working overhead. Occupational lifting up to 25 lbs. Average hearing and vision are required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Disclaimer: The information above is designed to indicate the general nature and level of work performed by employees in this classification and does not represent a comprehensive inventory of all duties, responsibilities, and qualifications required.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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Responsibilities
Attend leadership meetings to take meeting notes, document follow‑up actions, and manage scheduling of subsequent discussions.
Help execute and coordinate follow‑up activities after leadership meetings, ensuring accountability and continuity.
Consolidate global KPIs and prepare reports and presentation content for leadership reviews.
Assist with project support related to acquisitions, including communications, notifications, and coordination with stakeholders regarding leases, permits, and other matters.
Create and support PowerPoint presentations, Excel analysis, and other materials for leadership updates, AOP meetings, and corporate or employee presentations.
Leverage AI and other advanced tools to support productivity, automation, and efficiency across administrative tasks.
Act as a technology resource to help streamline internal workflows.
Coordinate off‑site meetings (venues, hotels, catering, invitations) and all‑employee meetings (invites, breakfast, IT setup, post‑event surveys).
Prepare and submit expense reports, Pcard forms with receipts, and order non‑stock office supplies and flowers for employee occasions.
Manage visa and passport renewals and act as an on‑site notary when required.
Maintain and submit CERs through DocuSign, upload and manage contracts in Ironclad, and support document handling in DocuSign (e.g., SIPs, contract amendments).
Update organizational charts and HR slides, handle new hire processes, and send 30‑60‑180 Day Review surveys via Qualtrics.
Submit and manage Service Award documentation and purchases, and maintain the United Airlines Corporate Program.
Send internal communications (meeting reminders, announcements, updates) and serve as the point of contact for arranging internal logistics and communications across departments.
Qualifications
High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
Minimum 3 years of administrative experience supporting multiple teams or departments.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with DocuSign, Ironclad, and Qualtrics is a plus.
Strong organizational skills and attention to detail.
Ability to handle confidential information with discretion.
Excellent verbal and written communication skills.
Customer‑service orientation and ability to interact professionally with all levels of staff and external contacts.
Preferred Skills
Prior experience supporting HR or People Operations functions.
Event planning or coordination experience.
Knowledge of basic accounting principles (for expense reports, Pcard forms).
Certification as a Notary Public.
Working Conditions & Physical Requirements The noise level in the work environment is moderate (office) to loud (production area). The position requires frequent sitting and occasional standing, walking, stooping, and reaching or working overhead. Occupational lifting up to 25 lbs. Average hearing and vision are required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Disclaimer: The information above is designed to indicate the general nature and level of work performed by employees in this classification and does not represent a comprehensive inventory of all duties, responsibilities, and qualifications required.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr