Administrative Support Specialist
7 days ago
This position is located in our Manassas, VA Headquarters office. Initially, this role will be part-time (up to 28 hours/week) supporting our remote-based CEO and potentially other Manassas-based executives. Full-time is a possibility in the future.
About RapidFlightRapidFlight is an integrated designer and manufacturer of unmanned aircraft. We are pioneers in airframe engineering rooted in our core tenets of shape, speed, and strength. Through rapid solutions development and additive manufacturing, we unleash agility and deliver performance. Our flexible and responsive systems are built to achieve operational success.
Key ResponsibilitiesAdministrative Support:
- Manage the CEO's calendar using Outlook, scheduling meetings, appointments, and travel arrangements.
- Draft, proofread, and manage correspondence, reports, and presentations using Office 365 applications (Word, Excel, PowerPoint).
- Handle confidential information with the utmost discretion.
- Conduct research and compile data to support decision-making processes.
Communication Management:
- Serve as the main point of contact between the CEO and internal/external stakeholders.
- Screen and prioritize emails and phone calls, ensuring timely responses and follow-ups.
- Coordinate and facilitate meetings, including virtual meetings using Microsoft Teams.
Project Management:
- Assist with the management of special projects, tracking progress and ensuring deadlines are met.
- Use Microsoft Planner or To Do to organize and monitor project tasks and milestones.
- Prepare and present reports on project status to keep the CEO informed.
Travel and Logistics:
- Arrange and coordinate travel itineraries, including flights, accommodations, and transportation.
- Prepare travel briefs and manage logistics to ensure smooth travel experiences.
Office Management:
- Oversee virtual office operations, including maintaining digital files and records using OneDrive.
- Ensure effective use of Office 365 tools for team collaboration and productivity.
Requirements
Experience: Minimum of 10 years of executive assistant experience with demonstrated ability to communicate and interact with high-level government and corporate officials.
Skills:
- Proficiency in Office 365 applications (Outlook, Word, Excel, PowerPoint, Teams, OneDrive).
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Ability to manage multiple tasks efficiently and work independently.
- Familiarity with government protocols and corporate governance practices is highly desirable.
Preferred Skills:
- Experience in project management or operational duties.
- Knowledge of additional software tools relevant to administrative support (e.g., CRM systems, scheduling software).
- Ability to adapt quickly to changing priorities and work under tight deadlines.
Education:
Bachelor's degree or equivalent experience preferred.
Attributes:
High level of professionalism, discretion, and integrity; proactive and solution-oriented with a positive attitude.
Working Conditions:
- This role is based in Manassas, VA at our Headquarters office.
- Occasional flexibility in hours may be required to accommodate the CEO's schedule or time zones.
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