Executive Assistant

AEVEX Corp.; Fort Lauderdale (FL); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

401(k) plan

Medical, Dental, Vision

Life insurance

Job summary

AEVEX Corp. seeks an experienced Executive Assistant for a hybrid role in Ft. Lauderdale and Boca Raton.

You will safeguard executive time, manage complex calendars, coordinate communications, and handle travel arrangements with discretion. Responsibilities include organizing meetings, preparing documents, processing travel vouchers, and ensuring compliance with company policies. The ideal candidate has 5+ years supporting senior management, strong communication skills, and the ability to handle

Qualifications

• 5+ years experience supporting senior management
• Strong calendar management and travel coordination abilities
• Proven ability to handle confidential information with discretion
• Excellent written and verbal communication skills

Responsibilities

• Own and manage executive scheduling to align with priorities
• Coordinate complex domestic and international travel itineraries
• Prepare travel vouchers and expenses
• Coordinate meetings and on-site/off-site events, including logistics and documentation

Skills

Calendar management

Travel coordination

Communication

Discretion

Meeting coordination

Education

Bachelor's degree preferred

Tools

MS Office

Job description

This is an hybrid position at our Ft. Lauderdale and Boca Raton Location

As the Executive Assistant you will play a crucial role in ensuring the smooth and efficient operation in the organization. You will be responsible for managing executive schedule, coordinating communications and meetings, travel arrangements and handling confidential information.

Essential Functions

• Proactively own and execute scheduling to ensure time is prioritized according to current initiatives.
• Manage complex travel logistics including planning, booking and creating itineraries in advance of domestic and international trips.
• Prepare, verify, and process travel vouchers upon travel return
• Purchase office supplies and other items as requested and prepare and process and track respective expense reports through payment completion
• Coordinate appointments, correspondence, and communications with other administrators
• Manage, plan and execute on-site meetings, and offsite meetings to include hotel, travel, and dinner reservations when necessary.
• Manage, generate, and coordinate executive correspondence and documentation
• Handle meeting set-ups, physical logistics, conference call and VTC arrangements
• Work with other administrators and meeting participants to efficiently and effectively schedule meetings
• Coordinate office activities and operations to secure efficiency and compliance to organization policies
• Obtain and collate information and data from electronic or paper files
• Review/direct/proof correspondence accuracy and compliance to the proper personnel
• Facilitate program access request routing and circulation
• Coordinate with Finance, HR, Security, and/or facilities to resolve issues
• Perform other duties as assigned
• 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 written and verbal communication skills and a strong sense of professionalism
• Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.
• Ability to notice trends and anticipate needs and changes, and react accordingly with a calm demeanor.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Strong interpersonal skills and ability to build relationships cross-functionally.
• Ability to work autonomously with a strong work ethic and handle sensitive and confidential information with integrity and discretion.
• Intuitive problem-solver with thoughtful anticipation of deliverables.
• Full comprehension of office management systems and procedures.
• Military background or familiarity with US DoW terminology preferred
• Familiarity with Maritime vessels and operations preferred

Education / Certifications

• Bachelor of Arts (BA) preferred

Experience

• Minimum of 5+ years’ experience reporting directly to senior management, to include calendar coordination and management, travel coordination, and task and assignment prioritization based on corporate guidance
• Experience scheduling travel arrangements for management

Security Clearance

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

Physical Requirements

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 accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties the employee is: Frequently required to sit, and to reach to use computers and other office equipment. 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.

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 offices in California, Florida, North Carolina, Ohio, and Virginia.

AEVEX provides a full suite of comprehensive benefits, including a 401(k)-retirement plan, comprehensive Medical, Dental, Vision, Disability and Life insurance group coverage with a portion of the premiums paid by the company, professional development funds, and an Employee Assistance Plan (EAP) with counseling, legal help, child and elder care support, among other benefits for qualified employees.

AEVEX 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.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in AEVEX’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.