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AEVEX, headquartered in Solana Beach, California, is a defense and aerospace company supporting U.S. national security and partner nation needs globally. The company provides full-spectrum aviation, remote sensing, and analysis solutions, including custom design and engineering, rapid prototyping, sensor integration, aircraft modification, flight test instrumentation, mission operations, advanced intelligence data processing, and tailored hardware/software mission-system tools.
As Executive Assistant, you will play a crucial role in ensuring smooth and efficient organizational operations. This hybrid role is based in Fort Lauderdale and Boca Raton, Florida.
Key responsibilities include:
- Proactively manage executive schedules, prioritizing time according to current initiatives
- Coordinate complex domestic and international travel logistics, including planning, booking, and itinerary creation
- Prepare, verify, and process travel vouchers and expense reports
- Purchase office supplies and manage related expense tracking
- Coordinate appointments, correspondence, and communications with other administrators
- Plan and execute on-site and offsite meetings, including hotel, travel, and dinner reservations
- Manage, generate, and coordinate executive correspondence and documentation
- Handle meeting setups, physical logistics, conference calls, and VTC arrangements
- Coordinate office activities and operations to ensure efficiency and policy compliance
- Obtain and collate information from electronic or paper files
- Review and direct correspondence for accuracy and compliance
- Facilitate program access request routing and circulation
- Coordinate with Finance, HR, Security, and Facilities to resolve issues
- Exhibit professional behavior reflecting positively on the company
- Embody AEVEX's cultural values and align daily actions with department and company goals
Requirements:
- Minimum 5+ years' experience reporting directly to senior management, including calendar coordination, travel coordination, and task prioritization
- Expert-level proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and web browsers (Explorer, Firefox, Chrome)
- Excellent written and verbal communication skills with strong professionalism
- Proven track record of meeting deadlines and making confident, well-informed decisions
- Ability to notice trends, anticipate needs, and react calmly to changes
- Excellent organizational skills, attention to detail, and multitasking ability in fast-paced environments
- Strong interpersonal skills and ability to build cross-functional relationships
- Ability to work autonomously with strong work ethic and handle sensitive/confidential information with integrity and discretion
- Intuitive problem-solver with thoughtful anticipation of deliverables
- Full comprehension of office management systems and procedures
- Bachelor of Arts degree preferred
- Military background or familiarity with U.S. Department of Defense terminology preferred
- Familiarity with maritime vessels and operations preferred
- Ability to obtain and maintain a Secret DoD clearance; U.S. Citizenship required
