Executive Assistant (Part Time)

POSITION SUMMARY: 

The Executive Assistant provides executive support to the President and provides administrative and planning support within the XOS office. The ideal candidate will be organized, proactive, and capable of managing a wide range of tasks while maintaining a high degree of confidentiality and professionalism. This role wears several hats and will be expected to pivot quickly based on business needs. The Executive Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters. This position is part-time (20 hours per week, Monday – Thursday). 

Key Responsibilities 

• Meeting/Event Planning & Support – Coordinate the logistics of meetings (both local onsite meetings, off-site meetings and larger company events), including conference room reservations, teleconferencing and video needs, food ordering and transportation, Prepare and distribute documents for meetings as needed (agendas, handouts, etc.). 

• Calendar Management – Efficiently manage and coordinate complex schedules including prioritizing meetings (internal and external), time-sensitive discussions, calls, and appointments. 

• Document Creation – Draft, proofread, and edit a variety of documents and reports.  This includes but isn't limited to Policy Deployment (PD) materials, President's letters, and any L1 meeting materials. Archive meeting materials, meeting minutes, and other important documents    

• Travel Coordination/Expense Reporting – Arrange travel itineraries for both domestic and international trips (this includes flights, hotels, and ground transportation) ensuring seamless travel logistics.  

• Office Supplies and Cleanliness - Support Facilities Manager and Procurement Supervisor in maintaining inventory of office supplies and ensuring effectiveness of office cleaning staff. 

• Support for Engagement team – Supporting social events based on the engagement team’s quarterly calendar, including ordering food and leading logistical support where needed for all social activities done by the engagement team. 

Required Skills/Experience:  

• 4-10 years of relevant experience 

• Excellent communication and interpersonal skills as well as teamwork and leadership ability 

• Strong organizational, multi-tasking, project management, and follow-up skills 

• Possess a high level of confidentiality and discretion 

• Advanced level in Microsoft Office Suite and Adobe Acrobat 

Education:  

• High school diploma required; Business school or college courses preferred 

ABOUT XOS:  

XOS is a leading manufacturer of application-specific X-ray analyzers, offering elemental analysis solutions that improve public safety and customer efficiency in industries like petroleum, consumer products, and environmental compliance. For petroleum applications, XOS offers portable, lab, and process analyzers with unrivalled precision at the push of a button. XOS also offers High Definition XRF (HDXRF®) analyzers for the detection of toxic elements in consumer products, suc