Executive Administrative Assistant

Executive AssistantPurchasing and vendor coordination — the current focus Issue, track, and follow up on purchase orders and vendor orders through to completion Stay on top of order status, delivery dates, and confirmations; flag slips early Maintain clean, current purchasing records and vendor information Keep things organized Own a complex, shifting calendar; schedule meetings, calls, and travel Track deadlines and deliverables across many efforts and deliver timely reminders Maintain organized digital files and records so nothing has to be hunted for Build and maintain simple tracking systems (spreadsheets, checklists, task lists) — using our tools and our way of doing things Take things off the President's plate Triage and manage email; draft, send, and follow up on correspondence Prepare for meetings: assemble materials, draft agendas, take notes, and track follow-ups to completion Coordinate with customers, partners, and vendors in a professional, polished way Handle expense tracking, purchase coordination, and other routine administrative tasks Coordinate travel, appointments, and logistics end to end Support the office Help keep company documentation (quality, compliance, customer records) organized and current, working alongside operations and compliance staff Serve as a reliable, welcoming point of contact for the officeAs trust builds, this seat grows from office and purchasing coordination into proposal and project coordination — keeping proposals moving, tracking deliverables and deadlines across projects, chasing inputs from internal and external contributors, and making sure nothing slips. The right person is someone we can hand more to over time, not someone who stays fixed at the starting scope.Required U.S. person status for ITAR compliance — non-negotiable Structured, detail-oriented, and methodical — genuinely, reliably organized Computer fluent — fast and confident with email, calendar, spreadsheets, and document tools Strong written and verbal communication Takes direction precisely and follows established process rather than freelancing a personal method Proactive follow-through — owns tasks to completion without being chased Discretion and sound judgment handling confidential and sensitive informationPreferred Prior experience as an executive or administrative assistant supporting a business owner or senior leader Purchasing, purchase-order, or vendor-coordination experience Experience in a manufacturing, defense, or otherwise regulated environment Familiarity with QuickBooks or basic bookkeeping The aptitude and appetite to grow into proposal and project coordination