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Executive Assistant

1 month ago

McLean, United States Aireon LLC Full time

Company Overview:

Aireon deployed the worlds first global space-based air traffic surveillance system, providing real-time aircraft monitoring capabilities around the world, including over the poles, over the oceans and in remote areas.

Aireon data enables safer, more efficient and more environmentally friendly aviation travel, resulting in significant CO2 emission reductions. More than 20 Air Navigation Service Providers representing more than 40 countries including NAV CANADA, NATS (UK), Air Traffic and Navigation Services (South Africa), Airports Authority of India (AAI), and ASECNA (Africa) -- rely on Aireon data to navigate aircraft in their airspaces.

We are committed to offering an employment experience and benefits package that enables you and your family to grow with us and to share in our success.

Position Summary, Job Requirements & Responsibilities:

The Executive Assistant for Aireon is responsible for performing senior level administrative duties for the CTO, CFO, General Counsel and VP of Customer Service.

What You'll Do

  • Provide executive administrative support with the ability to manage and prioritize multiple requirements and deliverables.
  • Manage the daily schedule of the executives (Chief Technology Officer, Chief Financial Officer, General Counsel and VP, Customer Affairs); coordinate domestic and international travel and process expense reports.
  • Assignments require the maintaining of a personal and confidential relationship with executive management and responsible for handling sensitive and confidential special assignments.
  • Field incoming requests; exercise strong judgment and discretion with highly confidential information.
  • Assignments may entail interaction with significant representatives of Congress or high ranking members of private sector businesses.
  • Responsible for proofreading, and/or preparing correspondence for signature, and coordination of formal briefing materials.
  • Arrange and schedule meetings and video teleconferences and monitor the executives calendars.
  • Lead, drive and execute on various team events, socials, offsite meetings, etc.
  • Work cross-functionally to ensure communication is efficient and clear between teams.
  • Support the administration department including rotating coverage of the front desk; providing exceptional cross-coverage support during high-demand activities and meetings is critical.


Experience & Education Requirements / EEO:

Required Qualifications

  • Bachelors degree in business administration/management.
  • 8+ years experience supporting c-level executives, preferably in a high technology company and/or combined experience including event planning and management (supervisory, office or project).
  • Proven ability to interact in a professional manner with customers, board members, investors, and internal team.
  • Experience with Microsoft products especially Outlook.
  • Extensive experience with arrangement of complex schedules and logistics, at times, across multiple time zones.
  • Ability to work on multiple projects, lead priorities and accurately set expectations.
  • Extraordinary time management skills and attention to detail.
  • Strong planning, organizational and analytical skills.
  • Ability to quickly learn new tools and techniques; interest and experience in using technology and the internet to improve work efficiency.
  • Expectation of complete confidentiality on all business matters.
  • Excellent written and verbal communication skills.
  • Entrepreneurial spirit and desire for constant improvement.
  • Excellent common sense and ability to make appropriate judgement calls autonomously.
  • Dedicated with the ability to anticipate next steps.
  • Works well with a variety of personalities; embraces teamwork.
  • Experience dealing with confidential and sensitive information.
  • Ability to work after hours, as needed.

Desired Qualifications

  • Experience with Adobe Pro.

About You

You are precise. Your work is highly accurate, and you pay strong attention to detail in your day-to-day tasks.

You are comfortable multi-tasking. Managing and juggling priorities across tasks seems to come naturally in your everyday workload. You have a sense of how to balance priorities and communicate clearly when overloaded for assistance/help.

You are collaborative. You're a team player who puts the interest of the team above your own. You display a positive attitude, are open and enjoy contributing.

You take a proactive approach. You take initiative in tackling tacks and challenges to drive results.

You have strong communication skills. You are efficiently able to communicate problems and ideas to build positive relationships, collaborate effectively, resolve conflicts, and convey messages with impact.

1-3-6-12 Month Plan

In the first month we'll expect you to...

  • Get onboarded and train with your manager.
  • Get acclimated into the role.
  • Understand the tools and different stakeholders.
  • Attend weekly meetings with the executives.
  • Attend weekly team meetings.
  • Schedule weekly 1:1 meeting with your manager.

At 3 months we'll expect you to...

  • Train with executive assistant to take over CEO.
  • Coordinate bi-annual managers meetings and offsites.
  • Coordinate quarterly board meetings.
  • Take over the annual company picnic.
  • Coordinate travel for the executives and submit their expense reports.
  • Coordinate/deconflict executives calendars.
  • Coordinate meeting materials.
  • Support the administration department by collaborating with the office manager for rotating coverage of the front desk.
  • Work independently with minimal supervision.

At 6 months we'll expect you to...

  • Arrange complex meetings and logistics across multiple time zones.
  • Manage meeting budgets.
  • Maintain efficiency by managing filing systems.
  • Identify opportunities for process improvements, and design and implement new systems.

At 12 months we'll expect you to...

  • Work independently and use the skills needed to make judgement calls autonomously.
  • Comfortably assist office management and facilities management in ensuring employee compliance with policies and procedures are upheld.

About the Team

  • There are three roles that currently make up the administration department; facilities manager/executive assistant, office manager and administrative assistant.
  • We stay connected by having weekly team meetings, 1:1 meetings and communicate on a daily basis.
  • The Administration Department is located at HQ in McLean.

Perks and Benefits

  • Premium medical, dental and vision plan

  • Life Insurance and AD&D

  • Short Term and Long Term Disability

  • Health Savings Account (HSA)

  • Flexible Spending Accounts (FSA)

  • Retirement 401K plan with Employer Matching

  • Education Assistance and Tuition Reimbursement

  • Paid Time Off, Sick Leave, Floating Holidays

  • Paid Parental Leave

  • Company Sponsored Events

  • Employee Referral Program

Aireon is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity or status as a protected veteran. EOE of Minorities/Females/Vets/Disability and other protected categories.