Executive Assistant

JOB TITLE: EXECUTIVE ASSISTANT

DEPARTMENT:ADMINISTRATION

REPORTS TO: DIRECTOR OF HUMAN RESOURCES

CLASSIFICATION:EXEMPT

JOB SUMMARY:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to the Administrative Division. This role will be responsible for ensuring efficient office operations by managing schedules, coordinating meetings, handling communications, and assisting with various administrative tasks.

DUTIES/RESPONSIBILITIES:

• Calendar Management: Maintain calendars, including scheduling meetings, managing and deconflicting the operational schedules, appointments, and travel arrangements.
• Communication: Serve as the primary point of contact for internal and external communications, ensuring seamless communication and alignment across organizations. Draft and review correspondence, emails, and reports.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. Front desk presence in the office to welcome and orient visitors. Capture post-meeting follow-ups to ensure operational continuity and impact.
• Leverage strong communication and liaison skills to establish a high level of trust with senior level management and government personnel.
• Administrative Support: Provide comprehensive administrative support, including managing files, preparing documents, and handling confidential information.
• Project Assistance: Assist with special projects and initiatives as directed by the HR Director.
• Travel Arrangements: Plan and coordinate travel itineraries, accommodations, and logistics for the CEO.
• Event Planning: Assist in planning and organizing company events, meetings, and conferences.
• HR Coordination: Collaborate with the HR department on various tasks, including onboarding new employees, maintaining employee records, and supporting HR initiatives.
• Handle all sensitive matters with discretion, maintaining strict confidentiality
• Perform other duties as are necessary and/or required

BASIC REQUIREMENTS

• High school diploma or GED and 2-5 years of directly related administrative or office management experience, preferably in the aerospace industry
• Ability to obtain and maintain a Security clearance
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Ability to draft clear and concise written products with high attention to detail (e.g., progress reports, action memoranda, stakeholder emails)

PREFERRED REQUIREMENTS:

• Bachelor's degree in business administration, Human Resources, or related field.
• Ability to be flexible in working hours and handle multiple tasks simultaneously, especially during peak periods.

PHYSICAL REQUIREMENTS:

• Must be able to lift and/or move up to 15 lbs.
• Ability to traverse manufacturing facility