Executive Coordinator

Nova Technologies, an Employee-Owned Engineering Company; Tallahassee (FL); Remote; USD 55,000 - 75,000; Full time

Job summary

Nova Technologies is seeking an Executive Administrator to act as a trusted partner to Business Unit Leaders in a remote role based in the United States. You will coordinate calendars, meetings, travel, expenses, and marketing support while maintaining confidentiality and professionalism.

The position requires an Associate degree and 2–4 years of administrative experience supporting executives, with proficiency in Microsoft 365 and the ability to work across multiple time zones and locations.

Qualifications

• Associate degree in business administration, communications, marketing, office administration, or a related field.
• Two to four years of administrative experience supporting an executive, senior leader, or leadership team.
• Experience coordinating calendars, meetings, travel, expenses and business documents; proficiency in Microsoft 365; ability to handle confidential information.

Responsibilities

• Manage executive calendars, meetings, communications, action items, and competing priorities.
• Coordinate leadership meetings, customer engagements, employee events, and executive visits.
• Prepare professional correspondence, reports, presentations, agendas, and briefing materials.
• Arrange business travel and prepare timely expense reports and corporate-card reconciliations.
• Support business-unit operating rhythms, records, purchasing, invoices, supplies, vendors, and administrative workflows.
• Assist Marketing and Business Development with approved communications, presentations, collateral, promotional items, and content coordination.
• Coordinate conference and trade-show registrations, schedules, vendors, booth services, shipments, equipment, and materials.
• Provide hands-on event support, including setup, teardown, runner support, inventory control, and post-event follow-up.

Skills

Executive support

Calendar management

Travel & expenses

Microsoft 365 proficiency

Education

Associate degree in business/related field

Tools

Microsoft 365

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

0.0NT - Executive Full Time Tallahassee, FL, US

Executive Administrator

THE OPPORTUNITY

Support the Business Unit Leaders as a trusted administrative partner in a remote role that connects executive coordination, business operations, travel and expense administration, company marketing support, and conference and trade-show logistics. This position is well suited to an organized, proactive professional who can manage changing priorities, protect confidential information, and represent the executive office with professionalism.

WHAT YOU'LL DO

• Manage executive calendars, meetings, communications, action items, and competing priorities.
• Coordinate leadership meetings, customer engagements, employee events, and executive visits.
• Prepare professional correspondence, reports, presentations, agendas, and briefing materials.
• Arrange business travel and prepare timely, accurate expense reports and corporate-card reconciliations.
• Support business-unit operating rhythms, records, purchasing, invoices, supplies, vendors, and administrative workflows.
• Assist Marketing and Business Development with approved communications, presentations, collateral, promotional items, and content coordination.
• Coordinate conference and trade-show registrations, schedules, vendors, booth services, shipments, equipment, and materials.
• Provide hands-on event support, including setup, teardown, runner support, inventory control, and post-event follow-up.

WHAT YOU'LL BRING

• Associate degree in business administration, communications, marketing, office administration, or a related field; two to four years of administrative experience, including experience supporting an executive, senior leader, or leadership team. Military or additional directly related experience may substitute for formal education requirements. Experience coordinating calendars, meetings, travel, expenses, and business documents is required , along with proficiency in Microsoft 365 and the ability to handle co nfidential information with discretion.
• Experience supporting marketing, business development, customer-engagement, or corporate-communications activities.
• Experience coordinating conferences, trade shows, executive visits, or large business events.
• Experience supporting geographically dispersed teams and multiple time zones.

POSITION DETAILS

Location: Remote

Schedule: Full-time remote position aligned to company core business hours and expected to work 40 hours per week. Work outside normal business hours may be required to support executive schedules, travel, and events.

Travel: Up to 20% to company, customer, conference, trade-show , and other business locations.

COMPENSATION AND BENEFITS

TBD

ABOUT NOVA TECHNOLOGIES

For nearly three decades, NOVA Technologies has helped ensure our nation’s Warfighters are Beyond Ready. We deliver proven solutions across instruction and training, engineering, courseware development, simulator maintenance, mission planning support, operation and sustainment, and cybersecurity. Known for advancing modernization across the training ecosystem, NOVA brings together connected teams, innovative thinking, and deep operational expertise to meet evolving mission needs. We remain focused on helping our customers train smarter, adapt faster, and prepare Warfighters for the next win.

AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY

NOVA Technologies is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color religion, sex (including pregnancy, sexual orientation, and gender identity, consistent with Title VII), national origin, age, disability, genetic information, veteran status, or any other characteristics protected by applicable law