Senior Executive Assistant

Astrion; Huntsville (AL); On-site; USD 85,000 - 150,000; Full time

Job summary

Astrion is seeking a Senior Executive Assistant in Huntsville, AL (onsite) to provide high-level administrative and operational support to a C-suite executive. The role includes managing complex schedules, meetings, travel, and expense reporting while coordinating cross-department initiatives.

The ideal candidate has deep experience supporting top executives, excellent communication skills, and an ability to handle confidential information with discretion.

Qualifications

• 5+ years supporting C-Suite executives at an advanced administrative level.
• Demonstrate deep expertise managing complex executive calendars and high-level meetings.
• Coordinate domestic and international travel arrangements and itineraries.
• Prepare confidential communications and executive briefings.
• Strong written and verbal communication with senior leadership and partners.
• Advanced proficiency with MS Office and collaboration tools; Deltek Costpoint desired.

Responsibilities

• Provide advanced administrative and business support to executive leadership.
• Manage complex and dynamic executive calendars and scheduling priorities.
• Coordinate travel arrangements, itineraries, and expense reports.
• Prepare correspondence, presentations, and confidential documents.
• Support executives with data analysis, reporting, and project coordination.
• Serve as liaison with internal/external stakeholders while maintaining confidentiality.
• Track priorities and deadlines to ensure timely completion of tasks.

Skills

Calendar management

Executive communication

Travel coordination

Discretion & confidentiality

Cross-org coordination

MS Office proficiency

Event coordination

Complex scheduling

Tools

Deltek Costpoint

Microsoft Office Suite

SharePoint

Teams

Job description

Overview

Senior Executive Assistant

LOCATION: Huntsville, AL; Arlington, VA; El Segundo, CA (onsite)

JOB STATUS: Full-time

CLEARANCE: N/A

TRAVEL: None

SALARY RANGE: $85K - $150K (final compensation to be determined based on experience and location)

Astrion has an exciting opportunity for a Senior Executive Assistant in one of the locations listed above. This role provides high-level administrative and operational support to a C-suite executive, including managing complex schedules, meetings, travel, communications, expense reports, and office coordination.

This is an advanced Executive Assistant role suited for an accomplished professional who thrives in a fast-paced, dynamic environment and operates with a high degree of professionalism, discretion, and initiative. The ideal candidate is highly organized and proactive, with the ability to anticipate needs, manage competing priorities, and effectively support executive leadership.

REQUIRED QUALIFICATIONS / SKILLS

• Minimum of 5 years of experience supporting C-Suite executives at an advanced administrative level.
• Demonstrate deep expertise managing complex executive calendars, coordinating high-level meetings, preparing executive briefings, and handling confidential communications.
• Ability to manage multiple priorities, coordinate cross department initiatives.
• Excellent written and verbal communication skills with the ability to adapt and interact professionally with senior leadership and government partners.
• Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity.
• Advanced proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams.
• Experience coordinating corporate events, complex calendar scheduling and making progressions with self-independent decisions.
• Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence.
• Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once.
• Deltek Costpoint experience highly desired.

RESPONSIBILITIES

Executive Support

• Provide advanced administrative and business support to executive leadership
• Manage complex and dynamic executive calendars, meetings, appointments, and scheduling priorities
• Coordinate domestic and international travel arrangements, itineraries, agendas, expense reports, and check requests
• Prepare correspondence, presentations, reports, spreadsheets, memoranda, and confidential documents
• Support executives with data analysis, operational reporting, and project coordination
• Serve as a liaison between executives and internal/external stakeholders while maintaining professionalism and confidentiality
• Track priorities, deadlines, and follow-up items to ensure timely completion of tasks and initiatives
• Handle all expense reports and submissions

Meeting & Event Coordination

• Coordinate leadership meetings, company events, conferences, and employee functions
• Manage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams support
• Prepare meeting agendas, materials, and follow-up documentation as needed
• Provide support for classified meetings and maintain working knowledge of applicable procedures and systems

Financial & Expense Support

• Assist employees’ preparation and submission
• Maintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expenses
• Support administrative budget tracking and financial recordkeeping processes