Executive Assistant

Executive Assistant

Full Time + Benefits (Medical, Dental, Vision, 401k with Company Match, PTO)

Job Type: On-site

Shift: Day

Salary Range: $98,000 - $120,000, DOE

Location: Milpitas, CA

Fralock is an engineered solutions provider of specialty components and subassemblies using advanced materials for high reliability, severe environment, and technically challenging applications. We develop and manufacture custom integrated solutions. Established in 1967, we are a critical solutions provider to Fortune 500 corporations, government, and targeted OEMs in a variety of industries including Semiconductor Equipment Manufacturing, Medical and Life Science, Aerospace and Defense, Industrial, Electronics, and Energy. Fralock is headquartered in Valencia, CA with manufacturing locations located throughout Northern and Southern California.

VISION

To be recognized by our customers as a leading solutions provider of proprietary engineered advanced materials for high reliability, severe environment, and technically challenging applications.

MISSION

To create value, profitably grow, and share our success with all stakeholders.

CULTURE

• Respect – We treat others the way they want to be treated.
• Integrity – We practice a high standard of ethics in our business dealings with customers, suppliers, and employees.
• Responsiveness – We have a sense of urgency in responding to internal and external requests and work proactively to solve problems.
• Excellence/Competence – We empower our people to continuously improve and execute high quality work.
• Teamwork – We work together to achieve Fralock business objectives by communicating at a high level, by listening and having clarity in our expectations of one another.
• Individual Accountability and Personal Responsibility – We do what we have committed to do when we committed to doing it.
• Continuous Improvement across all segments of the company

This position requires access to information controlled under the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR), the successful candidate must be a "U.S. person" as defined in the ITAR and EAR (which generally means (i) be a citizen or national of the United States; or (ii) be a lawful permanent resident of the United States; or (iii) have been admitted to the United States as a refugee, or have been granted asylum, as specified under applicable law.

Job Summary

The Executive Assistant provides high-level administrative support to executive leadership while supporting the efficient day-to-day operation of the office. This position serves as a trusted partner to leadership by managing executive priorities, coordinating meetings and communications, supporting administrative and organizational activities, and ensuring timely follow-through on key business needs.

The successful candidate will demonstrate exceptional organization, professionalism, discretion, and sound judgment while effectively managing multiple priorities in a fast-paced environment. This position requires the ability to anticipate executive needs, work independently, and build effective relationships across all levels of the organization.

Key Responsibilities

• Provide high-level, confidential administrative support to executive leadership.
• Manage executive calendars, schedule meetings and appointments, and proactively resolve scheduling conflicts.
• Coordinate travel arrangements, itineraries, accommodations, and expense reporting.
• Prepare and edit correspondence, presentations, reports, agendas, meeting materials, and minutes.
• Coordinate leadership and business meetings, track action items, and follow up to support timely completion.
• Prioritize executive requests, anticipate needs, and ensure assignments and commitments are completed in a timely manner.
• Serve as a professional point of contact between executive leadership, employees, customers, vendors, visitors, and other internal and external stakeholders.
• Handle confidential and sensitive information with a high level of professionalism, discretion, and sound judgment.
• Maintain organized executive records, files, correspondence, and other business documentation.
• Support efficient office operations by coordinating administrative activities, office services, supplies, equipment, and workplace needs.
• Coordinate facility maintenance, repairs, vendors, service providers, and other office-related matters as needed.
• Coordinate meetings, visitors, executive visits, company events, workspace needs, and other office logistics.
• Develop and maintain administrative procedures, office processes, records, and organizational systems.
• Partner with Human Resources, Finance, IT, Facilities, and other departments to coordinate administrative and operational needs.
• Assist with office-related purchasing, invoices, expenses, and vendor coordination in accordance with company procedures.
• Identify opportunities to improve administrative efficiency, communication, organization, and service levels.
• Assist executive leadership with special projects, company initiatives, and other business priorities as assigned.
• Exercise independent judgment in managing competing priorities and resolving routine administrative and operational matters.
• Follow all company policies, procedures, and safety requirements.

Required Skills

• Exceptional organizational, time-management, prioritization, and multitasking skills.
• Strong written and verbal communication skills with excellent attention to detail.
• High level of professionalism, discretion, diplomacy, and confidentiality.
• Demonstrated ability to anticipate executive needs and proactively address priorities.
• Ability to exercise sound judgment, make decisions, and solve problems independently.
• Strong interpersonal and relationship-building skills with the ability to work effectively with executives, employees, customers, vendors, and external stakeholders.
• Ability to manage multiple competing priorities, frequent interruptions, and changing deadlines in a fast-paced environment.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong administrative, project coordination, and follow-through skills.
• Ability to work independently with minimal supervision while maintaining a high level of accuracy and accountability.

Preferred Skills

• Experience supporting multiple executives or senior leaders.
• Experience coordinating office operations, facilities, vendors, and administrative services.
• Strong project coordination and process-improvement skills.
• Experience preparing executive-level presentations, reports, correspondence, and meeting materials.
• Experience coordinating executive meetings, company events, visitors, and business travel.
• Experience with office management systems and business software.

Experience Requirements

• 5–10+ years of progressively responsible executive administrative or executive assistant experience.
• Experience directly supporting senior leadership or C-suite executives required.
• Demonstrated experience managing complex calendars, meetings, travel, confidential information, and executive-level communications.
• Experience coordinating administrative operations, vendors, projects, and workplace need preferred.

Education Requirements

• Associate’s degree in business administration, Management, Communications, or a related field required.
• Bachelor’s degree preferred.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Regular use of computers, telephone, and other standard office equipment.
• Ability to occasionally lift and move up to 25 pounds.
• Ability to move throughout the office as needed to support meetings, visitors, events, and other business activities.
• Occasional travel between company locations may be required.

Working Conditions

• Primarily work in a professional office environment.
• Regularly interacts with senior executives, employees, customers, vendors, visitors, and external stakeholders.
• Works in a fast-paced environment require the ability to manage multiple priorities, frequent interruptions, and changing deadlines.
• Regularly handles confidential and sensitive business information requiring a high level of discretion and sound judgment.
• May occasionally be required to work outside normal business hours, including early mornings, evenings, or weekends, to support executive schedules, meetings, or company events.
• Occasional travel may be required to support executive meetings, conferences, company events, or other business needs.

All offers of employment at Fralock are contingent upon clear results of a background check. Background checks may include some or all the following depending on job title and responsibilities:

• Social Security Verification
• Prior Employment Verification
• Criminal History
• Personal and Professional References
• Motor Vehicle Records
• Credit History

Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the position. Applicants must pass a post-offer background check.

Fralock provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.