Overview
Executive Assistant Jobs in Charlotte at Civan Lasers Inc
Executive Assistant
Civan Lasers, Inc.
Location: Charlotte NC area (Hybrid position)
Role Type: Full-time
Level: Mid-Senior
Reports To: General Manager
About Civan Lasers
Civan Lasers is a global leader in advanced laser technology, developing Dynamic Beam Laser (DBL) systems for industrial manufacturing, defense, and advanced research applications. As our North American operations continue to grow, we are seeking a highly organized and proactive Executive Assistant to support executive leadership and help manage key business operations across administration, HR, finance, IT, and office management.
Position Summary
The Executive Assistant serves as a trusted partner to executive leadership and plays a critical role in ensuring the smooth operation of the U.S. organization. This position combines traditional executive support responsibilities with operational coordination across human resources, finance, information technology, facilities, and general business administration.
The ideal candidate is highly organized, detail-oriented, capable of managing multiple priorities simultaneously, and comfortable interacting with employees, vendors, customers, and external service providers.
Key Responsibilities
Executive Support
- Prepare meeting agendas, presentations, reports, and follow-up action items.
- Support executive communications, correspondence, and document preparation.
- Organize leadership meetings, customer visits, and company events.
- Track and follow up on key projects and deadlines.
Human Resources Administration
- Coordinate onboarding and offboarding activities for employees.
- Manage employment documentation and personnel records.
- Coordinate background checks, offer letters, and new hire paperwork.
- Support benefits administration and employee enrollment activities.
- Coordinate employee training, compliance requirements, and company events.
- Serve as the primary point of contact for HR service providers.
Finance & Accounting Support
- Work closely with the company’s accounting firm and finance providers.
- Coordinate accounts payable and vendor invoice processing.
- Track purchase orders, expenses, and company credit card reconciliations.
- Assist with monthly financial reporting and documentation requests.
- Ensure records and supporting documentation are organized and complete.
- Support budgeting, forecasting, and audit preparation activities.
- Assist management with financial tracking and operational reporting.
Information Technology Coordination
- Serve as the primary liaison with external IT service providers.
- Coordinate employee equipment setup, access, and system provisioning.
- Manage onboarding and offboarding IT requirements.
- Track company laptops, phones, software licenses, and technology assets.
- Coordinate cybersecurity, software updates, and IT support activities.
- Ensure employees receive timely technical support.
Business Operations Support
- Assist with contracts, NDAs, insurance documentation, and compliance records.
- Coordinate interactions with legal, accounting, HR, and insurance providers.
- Support customer visits, trade shows, conferences, and company events.
- Maintain company records and operational documentation.
- Assist leadership with special projects and strategic initiatives.
- Help establish and improve business processes as the organization grows.
- Coordinate shipping, receiving, and administrative logistics.
Qualifications
Required
- 5+ years of experience as an Executive Assistant, Operations Coordinator, Office Manager, or similar role.
- Strong organizational and project management skills.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience coordinating with external vendors and service providers.
- Ability to manage confidential information with discretion.
- Strong attention to detail and follow-through.
Preferred
- Experience with HR administration and employee onboarding.
- Experience in manufacturing, engineering, industrial technology, or high-growth startup environments.
Key Attributes
- Highly organized and self-motivated.
- Strong sense of ownership and accountability.
- Ability to prioritize and adapt in a fast-paced environment.
- Professional, resourceful, and proactive.
- Strong problem-solving skills.
- Comfortable working independently while supporting a growing team.
Pay: $52,613.64 – $63,362.67 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Parental leave
- Retirement plan
Work Location: Hybrid remote in Charlotte, NC 28277
Title: Executive Assistant
Company: Civan Lasers Inc
Location: Charlotte
