Executive Administrator

Pyrotechnique by Grucci - Executive Administrator - Radford, VA

Fireworks by Grucci is a sixth generation, eleven-time World Record breaking international fireworks entertainment company that has been lighting up the skies since 1850. We have performed firework displays, for many of the world's notable events such as; Olympics, Presidential Inaugurals; and concerts such as EDC. Located on the Radford Army Ammunition Plant for over twenty-five years, we also partner with the Department of Defense through our sister company Pyrotechnique by Grucci. Not only do we create wonderment in the sky with our precision pyrotechnic performances, but we also support our troops through the manufacturing and distribution of a range of munitions and simulations.

General Requirements, include but not limited to:

1. Associate's degree in Business, Administrative Support Technology or related field is preferred.

2. A minimum of three (3) years of relevant administrative or related education, training or experience is required, 5 years preferred.

3. Technologically fluent with complete proficiency in the use of Microsoft suite of programs; Word, Excel, PowerPoint, Teams, Outlook, as well as computer programs, browsers, and other available systems to increase efficiencies

4. Experience with Department of Defense (DoD) and government contracts preferred.

5. Experience supporting and reading government contractors Statement of Work (SOW) preferred.

6. Must be a United States citizen.

7. Good knowledge of business English, spelling, and punctuation; office practices, procedures, documents and contracts. Must produce written work for the CEO and Director of Operations that is error free. Strong writing skills to support customer communications, Standard Operating Procedures (SOPs), business development communications, emails, agendas, meeting notes/minutes.

8. Strong communication skills to support a vital role as a member of the team that is the voice and face of the company with strong commitment to protecting and presenting the brand in a positive and professional manner.

9. Must maintain confidentiality of all company related information and conducts business in a polite and professional manner.

10. Must have excellent organizational and time management skills.

11. Must possess valid driver's license.

12. Ability to remain composed under the pressure of deadlines, critical projects, and crisis management.

13. Ability to multitask.

Job Duties and Responsibilities, include but not limited to:

1. Performs administrative work of a complex nature for the CEO and Director of Operations. Maintains their calendars, reminds them of appointments and offers solutions and/or suggestions.

2. Analyze and prioritize requests for meetings, incoming mail, social media and telephone calls to ensure timely review and response; maintain diligent follow-up.

3. Manage meeting schedule for the CEO and prepare all documents relative to the meeting to facilitate efficiency.

4. Must independently develop documents for correspondence, reports, memoranda, and similar documents from original notes, drafts or other data and compose routine transmittals or responses from discussions or independently from knowledge of circumstances and standards as directed.

5. As directed, handle all attempted incoming contacts (both internal and external stakeholders) for the CEO and respond to routine requests for information on non-technical topics. Take thorough messages/notes and follow up on action items and time commitments with CEO.

6. Coordinate with Executive Assistant/Studio Manager in all travel for executives.

7. Lead role in preparing proposals, facilitating submission and when awarded manage the organization and filing of contract related documents.

8. Serve as Contract Manager point of contact and coordinator of all contract documents, modifications, Requests for Variances (RFVs) of the contract, Engineering Change Proposals (ECPs), and any other documents related to the particular contract from cradle to the grave.

9. Manage customer relations and communications thru CRM (Customer Relations Management) tools.

10. Take lead for the assembly and final submission of all proposals related to Request for Quotes (RFQs) Request for Proposals (RFPs) or solicitations for proposals. This requires integration and organizational skills with various management in Production, Quality Assurance, Safety, Maintenance and Purchasing.

11. Assign control number and maintain files on RFQs, solicitations and market surveys.

12. Compose and prepare routine correspondence for signature.

13. Independently prepare recurring reports for signature.

14. Collect information, perform an analysis and create graphs for use in management meetings.

15. Maintain the Petty Cash system.

16. Manage, reconcile, submit and file bank statements for the facility.

17. Access and manage monthly facility, utility and services statements.

18. Attend meetings and conferences to furnish information and take minutes/notes and distribute copies to appropriate parties.

Physical Requirements, include but not limited to:

1. Must be able to sit and work at a desk for extended periods of time.

2. Must be able to move throughout the facility