Executive Assistant

Overview

Executive Assistant

LOCATION: Huntsville, AL (onsite)

JOB STATUS: Full-time

CLEARANCE: N/A

TRAVEL: None

Astrion has an exciting opportunity for an Executive Assistant for our Huntsville AL office. The Executive Assistant provides high-level administrative and operational support for executive leadership. This role manages executive scheduling, meetings, travel, communication, expense reports and office coordination.

The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

REQUIRED QUALIFICATIONS / SKILLS

• Demonstrate experience managing executive calendars, coordinating high-level meetings, preparing executive briefings, and handling confidential communications
• Ability to manage multiple priorities, coordinate cross department initiatives.
• Excellent written and verbal communication skills with the ability to interact professionally with senior leadership and government partners.
• Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity
• Advanced proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams.
• Experience coordinating corporate events, calendar scheduling and making progressions with self-independent decisions.
• Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence.
• Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once

RESPONSIBILITIES

Executive Support

• Provide advanced administrative and business support to executive leadership
• Manage complex and dynamic executive calendars, meetings, appointments, and scheduling priorities
• Coordinate domestic and international travel arrangements, itineraries, agendas, expense reports, and check requests
• Prepare correspondence, presentations, reports, spreadsheets, memoranda, and confidential documents
• Support executives with data analysis, operational reporting, and project coordination
• Serve as a liaison between executives and internal/external stakeholders while maintaining professionalism and confidentiality
• Track priorities, deadlines, and follow-up items to ensure timely completion of tasks and initiatives
• Handle all expense reports and submissions

Meeting & Event Coordination

• Coordinate leadership meetings, company events, conferences, and employee functions
• Manage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams support
• Prepare meeting agendas, materials, and follow-up documentation as needed
• Provide support for classified meetings and maintain working knowledge of applicable procedures and systems

Financial & Expense Support

• Assist employees' preparation and submission
• Maintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expenses
• Support administrative budget tracking and financial recordkeeping processes