Executive Administrator

Thales Defense & Security, Inc.•CLARKSBURG, MD

2d•$90,000 - $130,000•Onsite

About The Position

Thales Defense & Security, Inc. is hiring an Executive Administrator for its Clarksburg, Maryland office. The role manages logistics and administrative support for the Executive Office—including the CEO, CFO, VPHR, and Board of Directors—with discretion and confidentiality. Duties include managing calendars and meetings, handling phones, arranging travel, supporting company events, managing visit and proxy requests, and processing purchase requests and expense reports. The Executive Administrator also tracks invoices and department spending, coordinates office equipment and supply purchases, prepares and proofreads communications and presentations, and coordinates or assists with customer meetings held on- or off-site. Occasional local or domestic travel (approximately 5%) is required to support offsite events.

Requirements

U.S. citizenship is required.
Applicants selected may be subject to a government security investigation and must meet eligibility requirements for access to classified information.
Bachelor’s degree preferred, or equivalent work experience.
10 or more years of recent executive support experience, including support for C-level executives.
Excellent organizational skills and work ethic.
Effective oral and written communication skills and the ability to manage multiple projects.
Excellent Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint.
Sound judgment, discretion, and confidentiality.
Ability to work in a team environment and interact with employees across departments and functions.
Ability to identify problems and develop solutions.

Nice To Haves

Bachelor’s degree

Responsibilities

Manage logistics for the Executive Office, including the CEO, CFO, VPHR, and Board of Directors, while maintaining discretion and confidentiality.
Manage calendars, schedule meetings, and answer phones within the area of responsibility.
Plan meetings, make travel arrangements, and plan or support company events.
Manage visit and proxy requests.
Process purchase requests and expense reports, track invoices, and ensure invoices are paid.
Monitor department spending by tracking invoice payments and purchase requests for office equipment and supplies.
Create, edit, and proofread communications; assist with composing, reviewing, and formatting department notes, internal and external correspondence, and PowerPoint presentations.
Coordinate or assist with planning customer meetings held on- or off-site.
Travel locally or domestically occasionally (approximately 5%) to support offsite events.