Senior Executive Assistant

Aevex • Columbia, WA

1d • Onsite

About The Position

As the Sr. Executive Assistant, you will provide high-level administrative support to the members of the AEVEX 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 serve as the Office Manager, overseeing the day-to-day operations of the office, including receiving deliveries, coordinating building and facility-related matters, and ensuring the office remains organized, efficient, and well-supported.

Requirements

• No clearance required for the role but the candidate should have the 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.
• Additional years of relevant experience may substitute for formal education.
• 10+ 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.
• Experience in aerospace and defense preferred.

Responsibilities

• Maintain appointment schedules for the executives by planning and scheduling meetings, conferences, teleconferences, and travel itineraries.
• 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.
• Complete the essential functions of running the front desk and office, including but not limited to, handling incoming/outgoing mail and packages, maintain office supplies inventory and place orders as needed, work with security to maintain our security protocols for visitors, coordinate with vendors as needed.
• 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.
• 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 member.
• 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