Executive Assistant

OVERVIEW OF POSITION:

We are seeking an exceptionally organized, proactive, and highly professional Executive Assistant to provide strategic administrative support to the Chief Executive Officer and Executive Leadership Team (ELT). Supporting a geographically dispersed executive team of 10 leaders across six states and 11 operating locations, this role is critical to ensure the efficient execution of executive operations in a fast-paced, high-growth environment.

The ideal candidate thrives in dynamic environments, exercises outstanding judgment and discretion, anticipates needs before they arise, and manages complex schedules, travel, communications, and executive priorities with precision and professionalism.

This individual will serve as a trusted partner to the CEO and executive leadership team, helping drive operational effectiveness during a period of rapid organizational growth and transformation.

Why This Role Matter

This role serves as a critical operational and administrative partner to the CEO and Executive Leadership Team. The Executive Assistant enables leadership effectiveness by ensuring seamless coordination, communication, and execution across a rapidly growing organization. Success in this position requires professionalism, agility, precision, and the ability to operate confidently in a dynamic executive environment.

ESSENTIAL JOB FUNCTION

Executive Calendar & Schedule Management

• Proactively manage complex professional and limited personal calendars for the CEO and Executive Leadership Team.
• Coordinate meetings, appointments, and executive priorities across multiple time zones, operating locations, and travel schedules.
• Anticipate scheduling conflicts and independently resolve issues to maximize executive efficiency.

Executive Travel Coordination

• Manage sophisticated domestic travel logistics, including flights, accommodations, ground transportation, and itinerary development.
• Coordinate recurring monthly leadership meetings rotating across 11 operating locations and multiple state-based residences.
• Ensure seamless travel execution while adapting quickly to changing priorities and schedules.

Meeting & Event Management

• Coordinate executive meetings, leadership reviews, customer engagements, and board-related activities.
• Prepare agendas, briefing materials, presentations, and pre-read packages.
• Attend meetings as required, capture meeting minutes, track action items, and ensure timely follow-up.
• Manage meeting logistics including conference room scheduling, virtual meeting setup, catering, and visitor coordination.
• Serve as a primary coordination point for Board of Directors interactions and executive-level customer visits to the company’s Experience Center.

Executive Communications

• Screen and prioritize incoming calls, emails, and correspondence on behalf of the CEO and ELT.
• Draft professional communications, responses, and presentations with a high degree of accuracy and discretion.
• Interface professionally with internal stakeholders, customers, board members, and external partners.

Presentation & Document Development

• Develop, edit, and format high-quality presentations, reports, spreadsheets, and executive communications.
• Handle highly sensitive and confidential information with professionalism and discretion.
• Ensure executive materials are polished, accurate, and aligned with corporate standards.

Expense Reporting & Administrative Support

• Process executive expense reports, invoices, and related administrative documentation.
• Assist with budget tracking and administrative coordination for the executive office.
• Maintain organized records, filing systems, and documentation.

Special Projects & Office Support

• Support strategic and operational initiatives as assigned by the CEO or Executive Leadership Team.
• Assist in coordinating cross-functional activities and executive office operations.
• Contribute to a professional, responsive, and highly organized executive support environment.

SKILLS • EXPERIENCE • EDUCATION:

• Associate degree required; bachelor’s degree preferred.
• 7+ years of executive administrative support experience, preferably supporting C-suite executives or senior leadership teams.
• Proven success managing multiple executive calendars and complex travel logistics for geographically dispersed organizations.
• Exceptional organizational skills and attention to detail.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Experience supporting executives in aerospace, defense, manufacturing, or other highly regulated industries.
• Experience working in a public company or IPO-stage environment.
• Familiarity with executive support in a multi-site operational organization.

ADDITIONAL INFORMATION

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, or skills required. Employees may be required to perform other job-related duties as assigned, consistent with business needs and applicable law.

Due to the nature of our work and applicable U.S. export control laws, this position requires International Traffic in Arms Regulations (ITAR) eligibility. Only individuals who qualify as a “U.S. person” as defined by ITAR (U.S. citizens, U.S. permanent residents, refugees, or asylees), unless specified otherwise within job description, are eligible for employment.

Applied Aerospace & Defense (“AA&D”) is committed to equal employment opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Applicants who require reasonable accommodation for any part of the application or hiring process due to disability, medical condition, or other protected reason may contact the Human Resources Department. Requests will be reviewed in accordance with applicable law.

Where required by law, the applicable pay range and a summary of benefits and other compensation for this position will be provided.