Executive Assistant

As the Executive Assistant you will provide high‑level administrative support to the CEO and other members of the executive team. Your responsibilities include managing executive schedules, coordinating communications, scheduling and planning meetings and events, making travel arrangements, handling confidential information, and performing day‑to‑day office tasks to ensure smooth and efficient operations at the executive level.

• 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: draft agendas, prepare required materials, documents, and/or presentations, take and distribute minutes, track and follow up on action items.
• Coordinate executive communications: take calls, respond to emails, and interface with partners, including monthly Board meetings.
• Ensure executive members are aware of and prepared for upcoming commitments and responsibilities.
• Welcome guests and customers by greeting them in person or on the telephone, and answer or direct inquiries; answer phones and direct all incoming calls promptly and efficiently.
• Prepare, submit, and track expense reports for executives.
• Prepare, proofread, edit, and revise internal and external corporate documents using MS Office (Word, Excel, PowerPoint, Outlook).
• Maintain an organized and efficient filing system of paper and electronic documents.
• Develop and sustain a level of professionalism among staff and partners while upholding strict 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).
• Exhibit professional behavior with internal and external business associates, reflecting positively on the company and aligning with company policies.
• Embodies AEVEX’s cultural values and aligns daily actions with departmental goals and company culture.

• Security Clearance:
  Ability to obtain/maintain a Secret DoD clearance; U.S. Citizenship required.
• Proficient in modern productivity tools and software, including MS Office Suite, project management platforms, and conferencing tools such as Microsoft Teams and Zoom.
• Strong analytical skills: perform financial analysis, create reports, and identify operational efficiencies.
• Adaptability: adapt to changing priorities, anticipate needs, take initiative, and respond calmly, quickly, and professionally.
• Excellent written and verbal communication skills.
• Proven track record of meeting deadlines and making confident, well‑informed decisions.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast‑paced environment.
• Occasional 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.

• Associate’s degree in Business Administration, Communications, or related field required.
• Bachelor’s degree preferred.
• Additional years of relevant experience may substitute for formal education.

• Minimum of 5 years’ experience reporting directly to senior management, including calendar coordination, travel coordination, and task prioritization based on corporate guidance.
• Experience scheduling travel arrangements for management.
• Experience in aerospace and defense preferred.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties the employee is:
Constantly required to…