Executive Assistant - A&D

TTM Technologies, Inc. – Publicly Traded US Company, NASDAQ (TTMI) – Top-5 Global Printed Circuit Board Manufacturer

About TTM

TTM Technologies, Inc. is a leading global manufacturer of technology solutions including engineered systems, radio frequency (“RF”) components and RF microwave/microelectronic assemblies, and quick-turn and technologically advanced printed circuit boards (“PCBs”). TTM stands for time-to-market, representing how TTM's time-critical, one-stop manufacturing services enable customers to shorten the time required to develop new products and bring them to market.

Additional information can be found at www.ttm.com

The Executive Assistant for A&D manages a broad variety of administrative and operational tasks for the A&D leadership team. This role reports to the Executive Administrator / Sector Coordinator to the CEO and on a matrixed basis to the A&D leaders this position supports.  This is a highly visible role, driving timelines and supporting critical initiatives in support of the organization.   The successful candidate will serve as a trusted advisor and project manager, and will develop a deep understanding of the business and its priorities to support the organization and its deliverables.  

Duties and Responsibilities:

• Serves as a trusted advisor and project manager for multiple members of the A&D Leadership team, taking ownership of tasks, ensuring alignment with initiative priorities, and driving projects to completion.

• Exercises independent judgment in resolving challenges, escalating issues only when necessary, and maintaining strict confidentiality across personnel, financial, and strategic matters.

• Gathers and builds presentation material for key monthly, quarterly, and ad hoc meetings, paying close attention to consistency and accuracy of content as well as timelines for approvals and delivery of final documents.

• Drafts, reviews and edits high-level communications and publications for internal and external audiences, ensuring they reflect the executive’s voice.

• Correspondence/Approvals: Act as proxy for communications and approvals as authorized; facilitate wet signatures as necessary. Answer general questions as necessary and refer (filters) routine matters to appropriate parties and follows up to ensure accurate disposition.

• Coordinates special projects as directed by the leader. Research issues, analyze problems, compile data, and prepares write ups for recommendations. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or other reports.

• Meeting/Event Planning: Lead planning and organizing meetings (internal & customer facing) by taking responsibility for assembling the agenda, location, meeting technology (WebEx) based upon participant needs, and all other meeting logistics. May further prepare meeting briefing documents by taking and disseminating notes and formulating post meeting action item lists.

• Oversee and support all administrative duties in the office and ensure the office operates smoothly; order/maintain office supply inventory; complete visit requests.

• Identify opportunities for process and office management improvement; develop office policies and procedures and ensure they are implemented properly.

• Proactively relieves the executive of as much administrative detail as possible, to include  developing and coordinating the daily schedule of meetings, travel and expense reporting.

Essential Knowledge and Skills:

• Microsoft office suite – Excel, Outlook and PowerPoint. Adobe and Visio are widely used

• Excellent verbal and written communication skills including the ability to communicate with all levels of Executive/Senior staff and clients.

• Experience in the development of executive presentations to include graphics and visual representation of data

• Collaborative style, with excellent teamwork.

• Champions improvements. Solves problems and makes decisions. Demonstrates leadership.

• Problem solving skills and ability to exercise judgement in decision making

• Self-starter that enjoys making an impact on the organization 

• Understanding of the importance of confidentiality and security of information

Required Education and Experience:
Education: Bachelor’s degree preferred or equivalent experience   

Experience: with several years experience handling executive administrative duties. You have worked in a global environment