Administrative Assistant

aevexaerospace; Tampa (FL); On-site; USD 42,000 - 63,000; Full time

Job summary

AEVEX Aerospace in Tampa, FL seeks an Administrative Assistant to support multiple departments with calendar management, travel coordination, and document preparation. You will maintain files, assist with onboarding, and handle general office duties in a fast-paced environment.

The role requires at least 3 years of administrative experience, excellent MS Office skills, and the ability to manage confidential information. Aerospace or government contractor experience is a plus; U.S.

Qualifications

• Minimum 3 years of administrative experience.
• Experience in aerospace or government contracting is a plus.
• Strong organizational and interpersonal skills.
• Ability to multi-task and meet deadlines.

Responsibilities

• Manage calendars and schedule appointments.
• Coordinate meetings and travel arrangements.
• Enter and manage data in spreadsheets and databases.
• Prepare documents, reports, and correspondence.
• Maintain organized filing systems and records.
• Support onboarding and workspace setup.
• Process expense reports and invoices.

Skills

Organizational skills

Multitasking

Data handling

Attention to detail

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Job Overview

An administrative assistant provides support to one or more departments by handling a variety of administrative tasks to include managing calendars, scheduling appointments, coordinating meetings, arranging travel, preparing documents and reports, maintaining files and records, and assisting with other general office duties. Potential multi-site support as needed.

Essential Functions

• Day-to-day administrative tasks, as well as assisting with special projects as assigned
• Makes travel arrangements for employees, including booking flights, accommodations, and transportation
• Enters and manages data in spreadsheets, databases, and other software tools
• Coordinates and schedules appointments, vendor visits, material delivery, meetings, and conference calls for staff and management
• Orders and manages office supplies, equipment, and ensuring that necessary materials are available to staff
• Tracks and processes expense reports, invoices, and reimbursements
• Supports new employee onboarding and workspace set up
• Receives and distributes incoming mail
• Develops forms, reports, correspondence and other documents as necessary
• Maintains organized filing systems and ensuring proper documentation of records
• Coordinates and monitors all aspects of administrative workflow with minimal supervision
• Performs other related duties as necessary or assigned

Standard Essential Functions

• 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.

Qualifications and Competencies

• Excellent organizational skills and the ability to multi-task under tight deadlines
• Ability to handle sensitive/confidential information
• Ability to work well in a team environment
• Ability to multitask and prioritize tasks effectively
• Independent thinking and good judgement
• Attention to detail and accuracy in record keeping
• Ability to work quickly and proficiently to meet deadlines while maintaining a high level of accuracy
• Excellent Microsoft Office skills, including Word, Excel, and Outlook
• Proper English usage, spelling, grammar, and punctuation
• Standard office administrative practices and procedures, including the use of standard office equipment

Education / Certifications

High school diploma or equivalent education required

Experience

• Minimum 3 years administrative experience
• Experience working in aerospace technology and/or government contractor firms a plus

Physical Requirements

• Frequently required to sit, and to reach to use computers and other office equipment
• Frequently required repetitive movements of wrists, hands, and/or fingers
• For the purpose of this summary, occasionally is used to represent up to 1/3 of the time given to the work day, frequently represents 1/3 to 2/3 of the time and constantly represents 2/3 or more of the time.

Security Clearance

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

Disclaimer

AEVEX Aerospace is an Equal Opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, religious creed, color, sex (including pregnancy, breast feeding and related medical conditions), gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship status, military and veteran status, marital status, age, protected medical condition, genetic information, physical disability, mental disability, or any other protected status in accordance with all applicable federal, state and local laws.

About AEVEX

AEVEX, headquartered in Solana Beach, California, supports the U.S. national security mission and partner nation needs around the world by providing full-spectrum aviation, remote sensing, and analysis solutions. The company's capabilities include custom design and engineering; rapid prototyping; sensor integration and sustainment; aircraft modification and certification; flight test instrumentation and support; mission operations service; advanced intelligence data processing, exploitation, and dissemination solutions; and tailored hardware and software mission-system tools. AEVEX uses agile and customized approaches to rapidly define, develop, and deliver specialized solutions for airborne special mission needs for the U.S. Government, partner nations, and commercial businesses. AEVEX has major offic