Executive Assistant & Office Manager

Office Manager & Executive Assistant

Advanced Navigation is the world's most determined innovator in AI robotics and navigation technologies across land, air, sea and space applications. Founded on a culture of research and discovery, Advanced Navigation's mission is to be the catalyst of the autonomy revolution. Fields of expertise include artificial intelligence, underwater sonar, GNSS, radio frequency systems, inertial sensors, robotics, quantum sensors and photonics.

Today, Advanced Navigation is a supplier to some of the world's largest companies, including Airbus, Boeing, Google, Tesla, NASA, Apple, and General Motors.

We are seeking a highly organized and professional Office Manager & Executive Assistant to manage our new Huntsville headquarters and provide comprehensive administrative support to our leadership team.

This hybrid role requires a dependable professional capable of balancing front-desk reception, daily office operations, and executive assistant support for the US President and our Vice Presidents. The ideal candidate will be an efficient multi-tasker who enjoys establishing processes in a growing, professional office environment.

Key Responsibilities

• Corporate Reception & Front Desk (25%)
• Act as the primary point of contact for all incoming clients, candidates, and visitors, ensuring a professional corporate image.
• Manage the central phone line, route inquiries, and oversee the distribution of incoming and outgoing mail and shipments.
• Coordinate visitor registration, building access, and security compliance in accordance with facility policies.
• Office Operations Management (35%)
• Oversee the daily operations and physical organization of the new Huntsville headquarters.
• Serve as a liaison with building management, IT support, cleaning staff, and facilities vendors.
• Manage procurement for all office inventory, including corporate supplies, equipment, and breakroom provisions, while tracking expenses against the budget.
• Coordinate logistical arrangements for internal team meetings, client hospitality, and corporate events.
• Executive Assistant Support (40%)
• Manage complex calendars and scheduling logistics for the US President and 3 Vice Presidents.
• Coordinate comprehensive domestic and international travel arrangements, including flights, lodging, and ground transportation.
• Process, reconcile, and submit monthly expense reports for the executive team.
• Assist with meeting preparation by compiling agendas, setting up conference room technology, and documenting action items.

Qualifications & Skills

• Experience: 5+ years of experience in office management, executive administration, or a blended corporate support role. Experience in a growing company or new office opening is a plus.
• Technical Proficiency: Strong command of Microsoft 365 or Google Workspace (advanced calendar management, docs, and spreadsheets), video conferencing platforms (Zoom/Teams), and expense reporting software.
• Communication: Exceptional verbal and written communication skills suitable for interacting with C-suite executives, corporate clients, and vendors.
• Organization: Demonstrated ability to prioritize competing tasks, manage time effectively, and maintain attention to detail under minimal supervision.
• Confidentiality: High level of discretion and integrity when handling sensitive corporate and personnel information.