Executive Assistant

Aevex • Huntsville, AL

3d

About The Position

As the Executive Assistant you will provide high-level administrative support to the CEO and to other members of the 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 be responsible for managing the day-to-day tasks of the Huntsville office. Essential Functions Maintain appointment schedules for the CEO and other executives by planning and scheduling meetings, conferences, teleconferences, and travel itineraries. Manage and support day-to-day office activities 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 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 Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries. As needed, answer phones and direct all incoming calls to appropriate party promptly and efficiently 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 members Coordinate and manage facilities related issues as needed Perform other duties as assigned Standard Essential Functions 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.

Requirements

• Security Clearance- 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.
• Associates degree in Business Administration, Communications or related field required
• Minimum of 5 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

Nice To Haves

• Bachelor's Degree preferred.
• Additional years of relevant experience may substitute for formal education.
• Experience in aerospace and defense preferred

Responsibilities

• Maintain appointment schedules for the CEO and other executives by planning and scheduling meetings, conferences, teleconferences, and travel itineraries.
• Manage and support day-to-day office activities
• 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
• 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
• Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
• As needed, answer phones and direct all incoming calls to appropriate party promptly and efficiently
• 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 members
• Coordinate and manage facilities related issues as needed
• Perform other duties as assigned
• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees