Senior Executive Assistant

AEVEX; Washington (District of Columbia); On-site; USD 119,000 - 137,700; Full time

Job summary

AEVEX is seeking a Sr. Executive Assistant to provide high-level administrative support to the executive team in Washington, DC.

The role combines executive scheduling, travel planning, and confidential information handling with office management responsibilities to ensure smooth operations. Candidate should bring 10+ years of experience supporting senior management, strong MS Office skills, and the ability to coordinate cross-functional activities while maintaining confidentiality and

Qualifications

• Associates degree in Business Administration, Communications or related field required.
• Bachelor's degree preferred; experience may substitute for formal education.
• 10+ years’ experience reporting to senior management with calendar and travel coordination.

Responsibilities

• Maintain executives' appointment schedules and travel itineraries.
• Organize meetings, draft agendas, minutes, and action item follow-ups.
• Manage front desk operations, mail, supplies, and security coordination.
• Prepare and track expense reports and confidential documents.

Skills

Secret DoD clearance eligibility

MS Office proficiency

Calendar management

Travel coordination

Communication skills

Confidential information handling

Interpersonal skills

Analytical skills

Education

Associates degree in Business Administration, Communications or related field

Bachelor's Degree preferred

Tools

Microsoft Teams

Zoom

Project management platforms

Job description

Washington, District of Columbia, United States

As the Sr. Executive Assistant, you will provide high-level administrative support to the members of the AEVEX Executive Team. You will be responsible for managing executive schedules, coordinating communications, scheduling and planning meetings and events, making travel arrangements, handling confidential information, and other administrative tasks that ensure smooth and efficient operations at the executive level. Additionally, you will serve as the Office Manager, overseeing the day-to-day operations of the office, including receiving deliveries, coordinating building and facility-related matters, and ensuring the office remains organized, efficient, and well-supported.

Essential Functions

• Maintain appointment schedules for the executives by planning and scheduling meetings, conferences, teleconferences, and travel itineraries.
• Organize and prepare for meetings including drafting agendas, preparing required materials, documents, and/or presentations, taking and distributing minutes, and tracking and following up on action items
• Complete the essential functions of running the front desk and office, including but not limited to, handling incoming/outgoing mail and packages, maintain office supplies inventory and place orders as needed, work with security to maintain our security protocols for visitors, coordinate with vendors as needed
• Coordinate executive communications including taking calls, responding to emails and interfacing with partners to include monthly Board meetings
• Support executive members in being aware of and prepared for upcoming commitments and responsibilities
• Prepare, submit and track expense reports for executives
• Prepare, proofread, edit and revise internal and external corporate documents for team members and partners using MS Office including Word, Excel, PowerPoint and Outlook
• Maintain an organized and efficient filing system of paper and electronic documents. Develop and sustain a level of professionalism among staff and partners and uphold a strict level of confidentiality
• Assist with special projects and cross-functional team coordination as requested by executive team member
• 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

• Security Clearance -No clearance required for the role but the candidate should have the ability to obtain/maintain a Secret DoD clearance, U.S. Citizenship required.
• Proficient in using modern productivity tools and software, including MS Office Suite, project management platforms, and conferencing tools like Microsoft Teams and Zoom.
• Strong analytical skills with the ability to perform financial analysis, create reports, and identify operational efficiencies.
• Ability to adapt to changing priorities, anticipate needs, take initiative, and react calmly, quickly and professionally.
• Excellent written and verbal communication skills.
• Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Ability to occasionally travel to support meetings and events
• Strong interpersonal skills and ability to build relationships cross-functionally.
• Ability to work autonomously with a strong work ethic and handle sensitive and/or confidential information with integrity and discretion.
• Full comprehension of office management systems and procedures.

Education / Certifications

• Associates degree in Business Administration, Communications or related field required
• Bachelor's Degree preferred.
• Additional years of relevant experience may substitute for formal education.

Experience

• 10+ 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
• Experience in aerospace and defense preferred

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.

The Company provides a reasonable range of compensation. Actual compensation is influenced by an array of factors including, but not limited to, skill set, level of experience, and specific location. The range of starting pay for this position is for the listed location only.

Salary Range

$119,000 - $137,700 USD

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.

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