Executive Assistant II

Sierra Space•Centennial, CO

About The Position

The Executive Assistant II provides high-level administrative support to senior executives by managing calendars, scheduling meetings, and coordinating travel arrangements. The Executive Assistant II plays a crucial role in ensuring the efficiency and effectiveness of the executive team by handling a variety of administrative tasks and acting as a key point of contact. This role requires excellent communication skills, attention to detail, and the ability to work collaboratively in a fast-paced environment. Additionally, the Executive Assistant II is expected to take on more complex tasks and responsibilities, including event planning and project coordination. The role involves managing and maintaining executives' calendars by scheduling and coordinating meetings, appointments, and events, as well as arranging and coordinating travel plans, including domestic and international flights, accommodations, and transportation. It includes coordinating VIP visitors, customer meetings, and events, preparing and editing correspondence, communications, presentations, meeting briefs, and other documents, and handling incoming and outgoing communications such as phone calls, emails, and mail. Additionally, the responsibilities involve assisting with the preparation of reports, meeting agendas, and minutes while adhering to compliance standards, including expense report preparation and coding allocation, and handling direct and indirect purchase requests. The position also requires maintaining and organizing files, records, and documentation, collaborating with other administrative staff to ensure smooth office operations, and performing other duties as assigned by executives.

Requirements

2-4 years of EA experience supporting executive(s) in a professional services organization or the aerospace industry.
Proficient in Microsoft Office, including Outlook, Excel, Word, PowerPoint, and Teams.
Previous experience with travel management software such as Concur or Egencia.
Ability to multitask, work under pressure, and think critically while retaining accuracy.
Strong interpersonal skills, creativity, thoughtful business judgment, and professional maturity.
High energy level, strong communication skills, intellectual curiosity.
Ability to move tasks along and follow up is critical.
Desire to collaborate with colleagues throughout the company.
Motivated, flexible, team-player spirit.
Ability to handle confidential information with discretion.
Proactive and able to work independently with minimal supervision.
The ability to obtain and maintain a Secret U.S. Security Clearance is required.
U.S. Citizenship status is required as this position needs an active U.S. Security Clearance for employment.

Nice To Haves

Certification: Administrative Assistant Certification, Certified Administrative Professional, or related certification.
Event planning experience.
Project management skills.
Knowledge of document management systems like SharePoint, One Note, Adobe, and Visio.
Basic understanding of financial and budgeting processes to assist with expense reports and budget tracking.

Responsibilities

Managing and maintaining executives' calendars by scheduling and coordinating meetings, appointments, and events.
Arranging and coordinating travel plans, including domestic and international flights, accommodations, and transportation.
Coordinating VIP visitors, customer meetings, and events.
Preparing and editing correspondence, communications, presentations, meeting briefs, and other documents.
Handling incoming and outgoing communications such as phone calls, emails, and mail.
Assisting with the preparation of reports, meeting agendas, and minutes while adhering to compliance standards.
Expense report preparation and coding allocation.
Handling direct and indirect purchase requests.
Maintaining and organizing files, records, and documentation.
Collaborating with other administrative staff to ensure smooth office operations.
Performing other duties as assigned by executives.