Administrative/Clerical - Administrative Assistant

PlanIT Group, LLC; Colorado; Hybrid; USD 90,000 - 150,000; Full time

Job summary

PlanIT Group, LLC seeks a proactive Chief of Staff / Executive Assistant to support a Vice President across six locations and multiple time zones in a defense/aerospace environment.

This hybrid role goes beyond calendar management, owning outcomes, coordinating complex travel and expenses, organizing high-visibility events, and shaping executive communications for internal and external partners.

Qualifications

• 3+ years supporting senior executives (VP level or above).
• Proven expertise in dynamic calendar management, travel coordination, and expense reporting (Concur/BCD).
• Ability to manage executive calendars across multiple domestic and international time zones.
• Proficiency with Microsoft Office, Teams, SharePoint; quick adoption of new digital tools (DX).
• Experience planning high visibility events and site logistics (AV, catering, security).
• Location: DC, Maryland, Virginia, Colorado; US citizen with ability to obtain Secret Clearance.

Responsibilities

• Executive Calendar & Meeting Management - Own a complex, multi time zone schedule.
• Travel & Expense Administration - Coordinate travel; process expense reports with high accuracy.
• Site Operations & Event Planning - Organize high visibility meetings and site logistics.
• Digital Collaboration Platforms - Maintain Teams, SharePoint, and DX tools; drive adoption.
• Executive Communications & Stakeholder Engagement - Draft briefings, presentations, and correspondence.
• Continuous Improvement - Identify workflow efficiencies and drive cross‑functional improvements.
• Leadership Support - Provide research, data analysis, and decision making support as a trusted advisor.

Skills

Calendar management

Travel coordination

Expense reporting

Executive communications

Cross-functional collaboration

Process improvement

Tools

Microsoft Office

Teams

SharePoint

Concur

Job description

Hybrid Chief of Staff / Executive Assistant - Vice President (Multi Site, Defense/Aerospace)

Overview

We are looking for a proactive thought partner to support a Vice President whose portfolio spans globally across six locations and multiple time zones. In this high visibility, defense aerospace environment, ability to work in a dynamic environment, use of discretion and sound judgment are essential. The role goes far beyond calendar management—this individual owns outcomes and amplifies the VP's impact. The ideal candidate is able to thrive in a continuously changing and fast paced environment.

Core Responsibilities

• Executive Calendar & Meeting Management - Own a complex, multi time zone schedule. Proactively anticipate meeting needs, arrange reviews, and resolve conflicts before they arise.
• Travel & Expense Administration - Coordinate domestic and international travel; process expense reports (Concur/BCD) with 100 % accuracy.
• Site Operations & Event Planning - Organize high visibility meetings, town halls, and site level logistics (room reservations, AV, catering, security).
• Digital Collaboration Platforms - Maintain Teams, SharePoint, and emerging DX tools; champion adoption of new digital solutions.
• Executive Communications & Stakeholder Engagement - Draft briefings, presentations, and correspondence; liaise with internal leaders, external partners, and customers.
• Continuous Improvement - Identify workflow efficiencies, break down silos, and implement process enhancements.
• Leadership Support - Provide research, data analysis, and decision making assistance as a trusted advisor.

Who You Are

• Highly Organized & Detail Oriented /Manage multiple priorities across time zones while ensuring flawless execution of calendar, travel, and expense tasks.
• Proactive Problem Solver /Anticipate leadership and customer meeting needs; streamline processes and drive results without waiting for direction.
• Strong Communicator /Convey information clearly to executives, cross functional teams, and external partners worldwide.
• Agile & Change Focused /Embrace evolving priorities, dismantle silos, and champion continuous improvement initiatives.
• Inclusive Mindset /Foster a psychologically safe environment and model our organizational values.

Basic Qualifications

• 36+ years supporting senior executives (VP level or above).
• Demonstrated expertise in dynamic calendar management, travel coordination, and expense reporting (Concur/BCD).
• Proven ability to manage executive calendars across multiple domestic and international time zones and to anticipate meeting preparation and follow up.
• Proficiency with Microsoft Office, Teams, SharePoint, and Concur; quick adoption of new digital tools (DX).
• Experience planning high visibility events and site logistics (AV, catering, security).
• Location: DC, Maryland, Virginia, Colorado
• US Citizen with ability to obtain Secret Clearance
• Prior experience in government contracts or aerospace environments.

Desired Qualifications

• Experience in project management and managing a number of priorities simultaneously.
• Experience mentoring or leading a small team of administrative staff.
• Active Secret Clearance (if not already held).