Executive Assistant

Executive AssistantFort Lauderdale, Florida, United StatesThis is a hybrid position at our Ft. Lauderdale and Boca Raton LocationAs 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 executive schedule, coordinating communications and meetings, travel arrangements and handling confidential information.Essential FunctionsProactively 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 returnPurchase office supplies and other items as requested and prepare and process and track respective expense reports through payment completionCoordinate appointments, correspondence, and communications with other administratorsManage, 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 documentationHandle meeting set-ups, physical logistics, conference call and VTC arrangementsWork with other administrators and meeting participants to efficiently and effectively schedule meetingsCoordinate office activities and operations to secure efficiency and compliance to organization policiesObtain and collate information and data from electronic or paper filesReview/direct/proof correspondence accuracy and compliance to the proper personnelFacilitate program access request routing and circulationCoordinate with Finance, HR, Security, and/or facilities to resolve issuesPerform other duties as assignedRegular 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.Qualifications and CompetenciesMust have expert-level use of the Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat applications, and Explorer, Firefox, and Chrome web browsersExcellent written and verbal communication skills and a strong sense of professionalismProven 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.Military background or familiarity with US DoW terminology preferredFamiliarity with Maritime vessels and operations preferredEducation / CertificationsBachelor of Arts (BA) preferredExperienceMinimum 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 guidanceExperience scheduling travel arrangements for managementSecurity ClearanceAbility to obtain/maintain a Secret DoD clearance, U.S. Citizenship required.Physical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties the employee is: Frequently required to sit, and to reach to use computers and other office equipment. For the purpose of this summary, occasionally is used to represent up to 1/3 of the time given to the work day, frequently represents 1/3 to 2/3 of the time and constantly represents 2/3 or more of the time.About AEVEXAEVEX, headquartered in Solana Beach, California, supports the U.S. national security mission and partner nation needs around the world by providing full-spectrum aviation, remote sensing, and analysis solutions. The company's capabilities include custom design and engineering; rapid prototyping; sensor integration and sustainment; aircraft modification and certification; flight test instrumentation and support; mission operations service; advanced intelligence data processing, exploitation, and dissemination solutions; and tailored hardware and software mission-system tools. AEVEX uses agile and customized approaches to rapidly define, develop, and deliver specialized solutions for airborne special mission needs for the U.S. Government, partner nations, and commercial businesses. AEVEX has major offices in California, Florida, North Carolina, Ohio, and Virginia.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.Recruitment Communication Notice: All official correspondence regarding your application, application status, interviews, or the AEVEX hiring process will come directly from an AEVEX representative using an @aevex.com email address or through Greenhouse, our applicant tracking system. Please use caution with communications claiming to represent AEVEX from other email domains, and always verify the sender before responding or providing personal information.Equal Employment Opportunity:AEVEX is an Equal Opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, religious creed, color, sex (including pregnancy, breast feeding and related medical conditions), gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship status, military and veteran status, marital status, age, protected medical condition, genetic information, physical disability, mental disability, or any other protected status in accordance with all applicable federal, state and local laws.