Business and Office Manager

Vigilant Aerospace is hiring a Business Manager and Executive Assistant for our Oklahoma City office. This is a full‑time in‑office position for someone who is highly organized, eager to learn and take on new challenges, enjoys the pace of an innovative technology company and likes being involved in projects with national impact. We are looking for someone who can help to anchor the organization, support executive staff priorities on a daily basis, manage contract paperwork and reporting, perform light bookkeeping with the support of a CPA, set the pace in the office and maintain a professional operation. Candidates must have proven experience in executive assistance, basic contract administration, bookkeeping and financial management, report‑writing and related experience. Company Background: We are an aviation technology company developing safety software for drones and aircraft based on NASA patents. We are a highly entrepreneurial company that values innovative thinking, agility, resourcefulness and quality work. Our goal is to have a positive impact on the future of robotics and flight safety worldwide. We work at a fast pace in an exciting and rapidly growing industry. Vigilant Aerospace offers a unique opportunity to have the experience of working for a leading‑edge national technology company while enjoying the livability and low cost of living of Oklahoma. If this sounds like the right place for you, please carefully read the requirements and apply today! Duties: Reports directly to the CEO. Manages the books, contracts, basic financial forecasting, filing, document preparation, reporting and other executive assistance work. This includes daily briefings on assignments, review of progress and professional communications. This may include scheduling meetings, providing basic sales support, updating company registrations and other tasks. Provide bookkeeping and financial reporting, invoicing, project reporting and budget management in Excel and Quickbooks. Must be familiar with basic accounting principles and able to work with the company's accountant. Must be very comfortable with online banking and expense reporting. Must be able to understand and enforce company policies especially regarding benefits, payroll, expenses, ethics and other critical policies. Provide email, video and telephone communications with employees, customers, vendors and others. Support contract and proposal preparation and processing, including collecting and preparing documents, drafting and reviewing proposal content and supporting sales and marketing staff, and building and maintaining checklists. Must be comfortable with reading and understanding government forms and project requirements. Basic HR support, including coordination with PEO/payroll company and coordinating employee benefits with the provider. Make travel arrangements for staff and support traveling staff; Out of state travel once or twice per year. Requirements and Characteristics: 4-year college degree with a business focus or equivalent experience. Excellent executive references and proven ability in executive assistance. Ability to remain focused on the mission, despite distractions. Requires the ability to learn new skills and absorb information quickly. Eager to take on new responsibilities, advance and grow with the job and the company. Good Microsoft Office skills, especially including Word, Powerpoint and Excel. Excellent writing and communication skills with a professional telephone and video demeanor. Comfortable using generative AI for a variety of everyday office tasks. Highly resourceful and effective, able to independently find solutions to problems and call for help and support when required. Ability to manage time, respond to changing priorities and to remain productive amid multiple projects. Must be able to work in the Oklahoma City office and be authorized to work for the company in the U.S. Experience in any technical industry is an advantage. Experience in government contracting and invoicing is an advantage. Experience in project or program management is an advantage for this role. A military or defense background or familiarity is helpful for this role. Salary and Benefits: Competitive salary based on experience. Benefits include subsidized group health insurance plan, subsidized vision, dental, life insurance and disability coverage. Regular performance reviews and employee stock incentive plan. 9 paid holidays per year plus paid time off / sick leave. Opportunities for industry conference attendance and professional training. #J-18808-Ljbffr Vigilant Aerospace Systems, Inc.