Executive Assistant

HEICO Aerospace; Miami (FL); On-site; USD 65,000 - 95,000; Full time

Job summary

HEICO Aerospace is seeking an experienced Executive Assistant in the United States to partner with the executive team. You will manage calendars, coordinate internal and external meetings, arrange domestic and international travel, and handle confidential communications with discretion.

The role requires strong organizational skills and the ability to prepare reports, presentations and budgets for executive review.

Qualifications

• Minimum 5 years of proven experience as an Executive Assistant or in a similar senior administrative role.
• Strong PC and advanced proficiency with AI tools are required.

Responsibilities

• Manage all calendars, including meetings, calls, travel and appointments.
• Coordinate internal and external meetings, including agendas, logistics and follow-ups.
• Coordinate domestic and international travel, including flights, hotels, ground transportation and itineraries.
• Manage and prioritize the executive's communications with full confidentiality, including screening and responding to emails, calls and correspondence, and determining matters requiring the executive's attention.
• Prepare the executive for meetings, presentations and conference calls, and brief them on important information beforehand.
• Prepare detailed financial reports. Consolidate monthly and quarterly data.
• Independently prepare, edit and finalize reports, presentations, memos, project timelines and other executive-level materials.
• Assist with corporate events, board meetings and other executive functions as required.
• Track deadlines, action items and ongoing projects to ensure timely completion.
• Responsible for compiling data to complete expense reporting, invoicing and basic budget tracking.

Skills

Calendar management

Travel coordination

AI tools proficiency

Microsoft Office

Communication skills

Discretion and confidentiality

Education

High School Diploma or GED

Associate's or Bachelor's degree preferred

Tools

Outlook

PowerPoint

Project

Job description

For more than 65 years, HEICO Corporation, a NYSE traded company, has thrived by serving niche segments of the aviation, defense, space and electronics industries by providing innovative and cost-saving products and services. HEICO's high-energy culture focuses our Team Members' on providing high quality products and services to our customer base, which is made up of most of the world's airlines and the defense industry.

The Executive Assistant serves as a trusted strategic partner to the executive, providing high-level administrative and operational support while managing schedules, communication, travel and completing priorities. This role requires strong organizational skills, sound judgment, discretion, and the ability to anticipate needs in a fast-paced, dynamic environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage all calendars, including meetings, calls, travel and appointments.
• Coordinate internal and external meetings, including agendas, logistics and follow-ups.
• Coordinate domestic and international travel, including flights, hotels, ground transportation and itineraries.
• Manage and prioritize the executive's communications with full confidentiality, including screening and responding to emails, calls and correspondence, and determining matters requiring the executive's attention.
• Serve as a trusted point of contact for the executive's personal matters.
• Act as liaison between the executive and staff, clients, senior leaders, and external partners.
• Prepare the executive for meetings, presentations and conference calls, and brief them on important information beforehand.
• Prepare detailed financial reports. Consolidate monthly and quarterly data.
• Independently prepare, edit and finalize reports, presentations, memos, project timelines and other executive-level materials.
• Assist with corporate events, board meetings and other executive functions as required.
• Track deadlines, action items and ongoing projects to ensure timely completion.
• Responsible for compiling data to complete expense reporting, invoicing and basic budget tracking.
• Must be willing and able to work at both the Miami and Sunrise locations, with the work location varying by day.
• Perform other duties, as assigned.

Requirements

EDUCATION

• High School Diploma or G.E.D. required.
• Associate's or bachelor's degree preferred.

EXPERIENCE

• Minimum 5 years of proven experience as an Executive Assistant or in a similar senior administrative role.
• Strong PC and advanced proficiency with AI tools are required.

SKILLS, KNOWLEDGE OR ABILITIES

Language/Communication Skills : Strong written and verbal communication skills.

Computer Skills : Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Project) and calendar management software. Strong PC and advanced proficiency with AI tools are required.

Reasoning Abilities : Ability to manage competing priorities with minimal supervision. Ability to anticipate the executive's needs and proactively solve problems before they arise.

Organizational Skills : Exceptional organizational, time-management and multitasking skills. Strong attention to detail and follow-through.

Interpersonal Skills : High emotional intelligence, professionalism and sound judgment. Calm, flexible and resourceful under pressure. Flexible hours based on the executive's needs.

Confidentiality : This role has access to sensitive personal and professional information. Absolute discretion, integrity and trustworthiness are essential and non-negotiable. The Executive Assistant must maintain strict confidentiality regarding sensitive company information, correspondence and the executive's personal matters at all times.

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