Executive Assistant

AllClear Aerospace & Defense•Miramar, FL

1d•Onsite

About The Position

The Executive Assistant will serve as a strategic partner to the CEO and Executive Leadership Team, providing high-level administrative support in a fast-paced, multi-time-zone environment. This role requires a highly organized, proactive, and forward-thinking professional who consistently stays several steps ahead—anticipating needs, resolving issues before they surface, and ensuring the seamless execution of daily operations. Key responsibilities include complex calendar and travel management, preparation for executive and board-level meetings, coordination of office administration and visitor programs, and acting as a central point of communication across the organization. The ideal candidate is resourceful, detail-driven, and calm under pressure, with exceptional judgment, communication skills, and the ability to manage competing priorities with professionalism and discretion.

Requirements

Ability to use methods appropriate for the situation when learning new things and understand the implications of the information learned.
Ability to apply substantial knowledge of company policies and procedures to complete a wide range of task & duties
Must be highly motivated, a self-starter with demonstrated ability to multi-task
Strong organizational and administrative skills, as well as proficient with computer and database management
Excellent communication and interpersonal skills.
Able to manage efficiently and effectively multiple and competing priorities
Demonstrated capability to work with a diverse group of people.
Able to work flexible hours, including evenings and weekends when necessary
Ability to maintain confidentiality and accuracy is critical.
Demonstrated problem solving and decision-making abilities, along with integrity, assertiveness, and flexibility.
Able to cope with and thrive in a high-pressure work environment.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Demonstrated experience using AI-powered tools and applications in daily workflow.
Highly proactive, anticipatory, and solution-oriented—always two steps ahead and able to see what’s needed before being asked.
Demonstrated ability to work under pressure with tight deadlines, heavy volume, and rapid changes.
Strong judgment, discretion, and confidentiality handling sensitive company and personnel information.
High degree of emotional intelligence, professionalism, and executive presence.
Demonstrated ability to problem-solve independently, make sound decisions, and navigate ambiguity.
Ability to multi-task and manage follow-up items across various workstreams without losing track.
Self-starter with a strong sense of ownership and accountability.
Composed, calm, and resourceful—especially when managing last-minute changes or executive-level requests.
High attention to detail with zero tolerance for errors in scheduling, documents, or communications.
Bachelor's degree in related field
5 to 7 years’ of Executive Assistant experience supporting C-suite or senior executives in a fast-paced, high-growth, or global environment.
Proven experience managing complex calendars, shifting priorities, and competing demands across multiple time zones.
Strong background coordinating international and domestic travel, including last-minute changes and multi-country itineraries.
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
Comfortable working in HRIS, CRM, or project-management platforms (e.g., Paylocity, Salesforce, Asana, Monday.com).
Strong document production skills: professional formatting, proofreading, editing, and drafting.
Ability to quickly learn new systems, tools, and processes; tech-savvy and adaptable.
Fluent in English
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
Ability to write reports and business correspondence
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public
Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals
Ability to compute rate, ratio, and percent and to create and interpret bar graphs
Customary physical demands for office environment
Regularly required to use hands and fingers to handle or feel; reach with hands and arms; talk or hear
Frequently required to stand, walk, bend, and sit; prolonged periods of sitting at a desk and working on a computer
Occasionally lift and/or move up to 25 pounds (over 25 lbs. with assistance)
Required to use close vision, distance vision, color vision, peripheral vision, depth perception, and be able to adjust focus

Nice To Haves

Experience supporting Board of Directors, executive leadership teams, or high-visibility stakeholders preferred.
Prior experience in aerospace, defense, manufacturing, or similarly regulated industries is a plus.
Fluency in Spanish a plus.

Responsibilities

Performs various clerical, and administrative duties, but with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential.
Supports Executives in building presentations for business review meetings, monthly and quarterly, staff meetings, board of directors’ meetings, etc.
Manage complex, dynamic calendars for the CEO and Executive Team, prioritizing meetings and resolving conflicts across multiple time zones.
Coordinate all aspects of travel (domestic and international), including itineraries, visas when needed, ground transportation, and last-minute changes.
Plan, schedule, and prepare for board meetings, leadership meetings, and staff meetings, ensuring agendas, materials, and logistics are ready in advance.
Assists Executive leadership team with travel arrangements, calendar management, expense reports and project assistance.
Serve as a primary point of contact between the CEO, internal leaders, and external stakeholders, ensuring timely and professional communication.
Draft, proofread, and format correspondence, presentations, and reports with a high level of accuracy, confidentiality, and professionalism.
Concur management in support of CEO only: review and approve CEO’s direct reports traveling requests and expense reports in compliance with company’s policies and regulations.
Manage expense reports, invoices, and credit card reconciliations for the CEO and other executives, ensuring compliance with company policies.
Support CEO on day-to-day tasks including review of documents, contracts, reports, etc; and PTO and expense approval for his direct reports.
Track and follow up on action items from executive and leadership meetings, ensuring deadlines are met and the CEO remains informed on progress.
Provides timely and accurate processing of forms, records, and reports upon request.
Monitor and manage office budget, including expenses related to supplies, equipment, and facilities and reorders materials as necessary.
Visitors program management: visit requests, receives visitors, welcome message and accurately maintains visitor log system.
Supports site level event planning/preparation for All Hands Meetings and other events as requested.
Oversee day-to-day office operations in Miramar (and other locations as needed), including supplies, vendors, facilities requests, and visitor management.
Anticipate needs and proactively resolve issues in a fast-paced environment with shifting priorities and simultaneous demands.
Support maintenance and repairs of office facilities and equipment and coordinate with vendors and service providers to handle any issues or troubleshooting of office equipment in collaboration with VP, Operations and IT accordingly.
Maintain strict confidentiality regarding sensitive business information, personnel matters, and strategic initiatives.
Support onboarding and integration of visiting executives and guests, including logistics, workspace set-up, and meeting coordination.
Identify opportunities for process improvement proactively.
Work with other functional leaders to support successful business operation.
Partner closely with HR, Finance, IT, and Operations to ensure smooth execution of executive priorities and company-wide initiatives.
Other administrative duties may apply.