Executive Assistant

This is an hybrid position at our Ft. Lauderdale and Boca Raton Location

 

As the Executive Assistant you will play a crucial role in ensuring the smooth and efficient operation in the organization. You will be responsible for managing executive schedule, coordinating communications and meetings, travel arrangements and handling confidential information.

Essential Functions

• Proactively own and execute scheduling to ensure time is prioritized according to current initiatives.
• Manage complex travel logistics including planning, booking and creating itineraries in advance of domestic and international trips.
• Prepare, verify, and process travel vouchers upon travel return
• Purchase office supplies and other items as requested and prepare and process and track respective expense reports through payment completion
• Coordinate appointments, correspondence, and communications with other administrators
• Manage, plan and execute on-site meetings, and offsite meetings to include hotel, travel, and dinner reservations when necessary.
• Manage, generate, and coordinate executive correspondence and documentation
• Handle meeting set-ups, physical logistics, conference call and VTC arrangements
• Work with other administrators and meeting participants to efficiently and effectively schedule meetings
• Coordinate office activities and operations to secure efficiency and compliance to organization policies
• Obtain and collate information and data from electronic or paper files
• Review/direct/proof correspondence accuracy and compliance to the proper personnel
• Facilitate program access request routing and circulation
• Coordinate with Finance, HR, Security, and/or facilities to resolve issues
• Perform other duties as assigned
• Regular and reliable attendance on a full time basis [or in accordance with posted schedule].
• Responsible for exhibiting professional behavior with both internal and external business associates that reflects positively on the company and is consistent with the company's policies and practices.
• Embodies AEVEX’s cultural values and aligns daily actions with department goals and company culture.

Qualifications and Competencies

• Must have expert-level use of the Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat applications, and Explorer, Firefox, and Chrome web browsers
• Excellent written and verbal communication skills and a strong sense of professionalism
• Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.
• Ability to notice trends and anticipate needs and changes, and react accordingly with a calm demeanor.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Strong interpersonal skills and ability to build relationships cross-functionally.
• Ability to work autonomously with a strong work ethic and handle sensitive and confidential information with integrity and discretion.
• Intuitive problem-solver with thoughtful anticipation of deliverables.
• Full comprehension of office management systems and procedures.
• Military background or familiarity with US DoW terminology preferred
• Familiarity with Maritime vessels and operations preferred

Education / Certifications

• Bachelor of Arts (BA) preferred

Experience

• Minimum of 5+ years’ experience reporting directly to senior management, to include calendar coordination and management, travel coordination, and task and assignment prioritization based on corporate guidance
• Experience scheduling travel arrangements for management

Security Clearance

• Ability to obtain/maintain a Secret DoD clearance, U.S. Citizenship required.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties the employee is: Frequently required to sit, and to reach to use computers and other office equipment. For the purpose of this summary, occasionally is used to represent up to 1/3 of the time given to the work day, frequently represents 1/3 to 2/3 of the time and constantly represents 2/3 or more of the time.