Executive Assistant

Published April 9th, 2024

Executive Assistant at Spectra Systems Corporation
Providence, RI 02903

About the Position:

Spectra Systems Corporation is a leading security technology provider for banknotes, secure documents, tax stamps, brand protection and secure on-line lottery transaction systems. Headquartered in Providence, Rhode Island, Spectra has facilities in East Providence, RI and Vancouver, Canada. Spectra is publically traded on the AIM of the London Stock Exchange.

Spectra is looking for an energetic Executive Assistant to join the team. The Executive Assistant will be based in Providence, Rhode Island and report to the Chief Executive Officer (CEO). S/he will take initiative, multi-task in a fast paced environment and exhibit strong PC skills.


  • Provide administrative support to Executive Team, including preparing letters, spreadsheets and presentations, managing calendars and setting up meetings.
  • Serves as the initial “face of the company”, answering incoming telephone calls in a timely and pleasant manner and greeting in person visitors.
  • Arrange and manage travel arrangements.
  • Coordinate and organize company-sponsored events and meetings.
  • File and track patents, contracts, vendor invoices and other critical documents in an orderly manner.
  • Manage maintenance and contracts of office equipment, such as copiers, fax machines, printers, mail machines and telephone systems.
  • Process vendor invoices in the accounting system; performing three way match to purchase orders and receiving documents and obtaining invoice approvals for services.
  • Assists purchasing with placing orders of approved purchases.
  • Sorts and post all incoming and outgoing mail, special deliveries, or courier services.
  • Manage and maintains office and kitchen supplies within budget.
  • Assist with other projects as needed

Competencies/Skill Requirements:

  • Trustworthiness and ability to manage confidential and sensitive information.
  • Strong comfort level with computers and technology and proficiency with MS Office Suite:  Word, Excel, Outlook, PowerPoint, Teams.  Photoshop a plus.
  • Strong communication skills, both oral and written.
  • Excellent attention to detail.
  • Positive attitude, responsible, dependable, self-starter and strong work ethic.
  • High degree of personal organization and time management skills.
  • Ability to adapt and multi-task under tight timeline constraints, including ability to prioritize and perform successfully in a fast paced environment.
  • Professionalism is a must.  
  • Intellectual property experience a plus but not required.
  • Driver’s license required.
  • Minimum 2 years of administrative support experience.
  • High School diploma required, higher education degree a plus.
  • Ability to lift up to 25 lbs     


  • Generous medical and dental
  • Paid vacation/sick/personal time
  • Company matching 401(k) plan
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