Executive Assistant

Aevex • Fort Lauderdale, FL

4d • Hybrid

About The Position

As the Executive Assistant, you will play a crucial role in ensuring the smooth and efficient operation in the organization. You will be responsible for managing the executive schedule, coordinating communications and meetings, travel arrangements, and handling confidential information. This is a hybrid position located in our Ft. Lauderdale and Boca Raton locations.

Requirements

• Must have expert-level use of the Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat applications, and Explorer, Firefox, and Chrome web browsers.
• Excellent written and verbal communication skills and a strong sense of professionalism.
• Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.
• Ability to notice trends and anticipate needs and changes, and react accordingly with a calm demeanor.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Strong interpersonal skills and ability to build relationships cross-functionally.
• Ability to work autonomously with a strong work ethic and handle sensitive and confidential information with integrity and discretion.
• Intuitive problem-solver with thoughtful anticipation of deliverables.
• Full comprehension of office management systems and procedures.
• 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.
• Ability to obtain/maintain a Secret DoD clearance, U.S. Citizenship required.

Nice To Haves

• Military background or familiarity with US DoW terminology preferred.
• Familiarity with Maritime vessels and operations preferred.
• Bachelor of Arts (BA) preferred.

Responsibilities

• Proactively own and execute scheduling to ensure time is prioritized according to current initiatives.
• Manage complex travel logistics including planning, booking, and creating itineraries in advance of domestic and international trips.
• Prepare, verify, and process travel vouchers upon travel return.
• Purchase office supplies and other items as requested and prepare and process and track respective expense reports through payment completion.
• Coordinate appointments, correspondence, and communications with other administrators.
• Manage, plan, and execute on-site meetings, and offsite meetings to include hotel, travel, and dinner reservations when necessary.
• Manage, generate, and coordinate executive correspondence and documentation.
• Handle meeting set-ups, physical logistics, conference call and VTC arrangements.
• Work with other administrators and meeting participants to efficiently and effectively schedule meetings.
• Coordinate office activities and operations to secure efficiency and compliance to organization policies.
• Obtain and collate information and data from electronic or paper files.
• Review/direct/proof correspondence accuracy and compliance to the proper personnel.
• Facilitate program access request routing and circulation.
• Coordinate with Finance, HR, Security, and/or facilities to resolve issues.
• 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

• 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
• Employee Assistance Plan (EAP) with counseling, legal help, child and elder care support

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree