Apply on Employer Site

AEVEX · 3 days ago

Executive Assistant

Huntsville, AL

Full-time

Onsite

Senior Level

5+ years exp

AEVEX is a company that supports the U.S. national security mission by providing aviation and analysis solutions. They are seeking an Executive Assistant to provide high-level administrative support to the CEO and executive team, manage schedules, coordinate communications, and ensure smooth operations at the executive level.

AerospaceAir TransportationInformation ServicesSoftware

Comp. & Benefits

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Maintain appointment schedules for the CEO and other executives by planning and scheduling meetings, conferences, teleconferences, and travel itineraries

Manage and support day-to-day office activities

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

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

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 with special projects and cross-functional team coordination as requested by executive team members

Coordinate and manage facilities related issues as needed

Perform other duties as assigned

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

Qualification

MS Office SuiteSecurity ClearanceProject management toolsFinancial analysisOrganizational skillsCommunication skillsMultitaskingAutonomyInterpersonal skillsAttention to detail

Required

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

Proficient in using modern productivity tools and software, including MS Office Suite, project management platforms, and conferencing tools like Microsoft Teams and Zoom

Strong analytical skills with the ability to perform financial analysis, create reports, and identify operational efficiencies

Ability to adapt to changing priorities, anticipate needs, take initiative, and react calmly, quickly and professionally

Excellent written and verbal communication skills

Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions

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/or confidential information with integrity and discretion

Full comprehension of office management systems and procedures

Associates degree in Business Administration, Communications or related field required

Minimum of 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