Executive Administrative Assistant

Blue Ops; West Palm Beach (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Blue Ops is seeking an Executive Administrative Assistant to support the CEO and leadership team in West Palm Beach. You will manage calendars, arrange travel, prepare reports and presentations, and act as a trusted liaison with internal teams and external partners.

The ideal candidate has at least 3 years supporting C-level executives in fast-paced startups, with exceptional communication, discretion, and organizational skills.

Qualifications

• Associate’s or bachelor’s degree preferred.
• Minimum 3 years supporting senior executives in a fast-paced environment.
• Experience in startup/high-tech/aerospace/defense is a strong plus.
• Strong communication, organizational, and discretion with confidential information.

Responsibilities

• Manage and coordinate calendars, appointments, meetings, and travel for executive leaders.
• Prepare internal and external communications, including emails, memos, reports, and presentations.
• Organize and prioritize incoming information and requests, ensuring timely responses or delegations.
• Facilitate executive meetings, including agenda creation, note-taking, and follow-up tracking.
• Coordinate logistics for board meetings, investor visits, and key customer engagements.
• Maintain and organize files, records, and confidential documents.
• Assist with expense reporting, procurement of supplies, and coordination with vendors.
• Support office events, company-wide communications, and executive-level project coordination.

Skills

Verbal communication

Organizational skills

Discretion and professionalism

Multitasking and prioritization

Executive interfacing

Education

Associate or Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Scheduling tools

Scheduling software

Job description

The Executive Administrative Assistant provides high-level administrative support to Blue Ops executive leadership team, ensuring efficient operations and professional communications. This role is responsible for managing complex calendars, coordinating meetings and travel, preparing executive correspondence and presentations, and serving as a trusted liaison internally and externally. The ideal candidate is proactive, detail-oriented, and capable of managing sensitive information with discretion in a fast-paced aerospace startup environment.Essential Duties and ResponsibilitiesManage and coordinate calendars, appointments, meetings, and travel for executive leaders.Prepare internal and external communications, including emails, memos, reports, and presentations.Organize and prioritize incoming information and requests, ensuring timely responses or delegations.Facilitate executive meetings, including agenda creation, note-taking, and follow-up tracking.Coordinate logistics for board meetings, investor visits, and key customer engagements.Maintain and organize files, records, and confidential documents.Assist with expense reporting, procurement of supplies, and coordination with vendors.Support office events, company-wide communications, and executive-level project coordination.Act as a professional representative of Blue Ops leadership in communications and interactions with internal teams, partners, and stakeholders.Required QualificationsEducationAssociate’s or Bachelor’s degree in Business Administration, Communications, or a related field preferred.ExperienceMinimum 3 years of experience supporting senior executives or C-level leadership in a fast-paced environment.Experience in a startup, high-tech, aerospace, or defense environment is a strong plus.SkillsExcellent verbal and written communication skills.Strong organizational skills with the ability to multitask and prioritize effectively.High degree of professionalism and discretion in handling sensitive and confidential information.Proficiency in Microsoft Office Suite, Google Workspace, and online scheduling tools.Comfortable interfacing with internal executives, clients, and external partner.Additional Desired QualificationsFamiliarity with executive scheduling software and expense submittal software.Experience supporting finance, HR, or legal administrative needs.Ability to work independently, anticipate needs, and take initiative.Understanding of ITAR/EAR sensitivity and secure document handling is a bonusPhysical Requirements and Working ConditionsAbility to sit or stand at a desk and work on a computer for extended periods.Occasionally may be required to lift up to 15 lbs or support event setup.May require extended hours during key deadlines, events, or leadership engagement.Background CheckThis position will require successfully completing a post-offer background check. Qualified candidates with a criminal history will be considered and are not automatically disqualified, consistent with federal and state law.EEO and ITAR/EAR Work Authorization DisclosureRed Cat Holdings provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This position requires direct or indirect access to hardware, software, technology or technical data controlled under the International Traffic in Arms Regulations (ITAR) and the Export Administration Regulations (EAR). Successful candidates for positions subject to ITAR/EAR restrictions must provide proof of U.S. Citizenship or Permanent Residence and must not require sponsorship for export-restricted work authorization.E-VerifyThe company participates E-Verify ensure eligibility for employment and compliance with Right to Work rules.