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Executive Assistant

3 months ago

Solana Beach, United States AEVEX Aerospace Full time
Job DescriptionJob Description

As the Executive Assistant you will provide high-level administrative support for members of the executive team. You will be responsible for managing executive schedules, coordinating communications, scheduling and planning meetings and events, making travel arrangements, handling confidential information, and other administrative tasks that ensure smooth and efficient operations at the executive level.


Essential Functions:

  • Maintain executive's appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel itineraries. Proactively anticipate schedule conflicts and recommend

Resolutions

  • Coordinate executive communications including taking calls, responding to emails and interfacing with partners to include monthly Board meetings
  • Support executive members in being aware of and prepared for upcoming commitments and responsibilities
  • Organize and prepare for meetings including drafting agendas, preparing required materials, documents, and/or presentations, taking and distributing minutes, and tracking and following up on action items
  • Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries. As needed, answer phones and direct all incoming calls to appropriate party promptly and efficiently
  • Prepare, submit and track expense reports for executives
  • Prepare, proofread, edit and revise internal and external corporate documents for team members and partners using MS Office including Word, Excel, PowerPoint and Outlook
  • Maintain an organized and efficient filing system of paper and electronic documents
  • Develop and sustain a level of professionalism among staff and partners and uphold a strict level of confidentiality
  • Assist in arranging corporate events as needed
  • Read and analyze incoming correspondence and calls to determine significance and distribute accordingly
  • Assist with special projects and cross-functional team coordination as requested by executive team members
  • Coordinate and manage facilitates related issues as needed
  • Demonstrate consistent adherence to the AEVEX Core Values of Teamwork, Integrity, Accountability, Tenacity and Excellence.
  • Perform other duties as assigned

Standard Essential Functions:

  • Regular and reliable attendance on a full time basis [or in accordance with posted schedule].
  • Responsible for exhibiting professional behavior with both internal and external business associates that reflects positively on the company and is consistent with the company's policies and practices.
  • Embodies AEVEX's cultural values and aligns daily actions with department goals and company culture.


Qualifications:

  • Must have expert-level use of the Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat applications, and Explorer, Firefox, and Chrome web browsers.
  • Excellent written and verbal communication skills and a strong sense of professionalism.
  • Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.
  • Ability to notice trends and anticipate needs and changes, and react accordingly with a calm demeanor.
  • Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
  • Ability to occasionally travel to support meetings and events
  • Strong interpersonal skills and ability to build relationships cross-functionally.
  • Ability to work autonomously with a strong work ethic and handle sensitive and confidential information with integrity and discretion.
  • Intuitive problem-solver with thoughtful anticipation of deliverables.
  • Full comprehension of office management systems and procedures.

Education / Certifications:

  • Bachelor's Degree preferred
  • Degree in Business Administration, Communications, or a related field preferred.

Experience:

  • Minimum of 3-5 years' experience reporting directly to senior management, to include calendar coordination and management, travel coordination, and task and assignment prioritization based on corporate guidance
  • Experience scheduling travel arrangements for management

Physical Requirements:

  • Frequently required to sit, and to reach to use computers and other office equipment
  • Frequently required repetitive movements of wrists, hands, and/or fingers

Security Clearance:

  • Ability to obtain/maintain a Secret DoD clearance, U.S. Citizenship required.


AEVEX provides a full suite of comprehensive benefits, including a 401(k)-retirement plan, comprehensive Medical, Dental, Vision, Disability and Life insurance group coverage with a portion of the premiums paid by the company, professional development funds, and an Employee Assistance Plan (EAP) with counseling, legal help, child and elder care support, among other benefits.


About AEVEX Aerospace

AEVEX Aerospace, headquartered in Solana Beach, California, supports the U.S. national security mission and partner nation needs around the world by providing full-spectrum aviation, remote sensing, and analysis solutions. The company's capabilities include custom design and engineering; rapid prototyping; sensor integration and sustainment; aircraft modification and certification; flight test instrumentation and support; mission operations service; advanced intelligence data processing, exploitation, and dissemination solutions; and tailored hardware and software mission-system tools. AEVEX uses agile and customized approaches to rapidly define, develop, and deliver specialized solutions for airborne special mission needs for the U.S. Government, partner nations, and commercial businesses. AEVEX has major offices in California, Florida, North Carolina, Ohio, and Virginia.


Equal Employment Opportunity:

AEVEX Aerospace is an Equal Opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, religious creed, color, sex (including pregnancy, breast feeding and related medical conditions), gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship status, military and veteran status, marital status, age, protected medical condition, genetic information, physical disability, mental disability, or any other protected status in accordance with all applicable federal, state and local laws.