Administrative Assistant

Executive & Team Support

• Complex Calendar Management: Proactively manage and de-conflict heavy Outlook calendars for multiple leaders, ensuring time is optimized for high-level interactions with senior defense and engineering teams.

• Travel & Expense Management: Coordinate end-to-end logistics and process accurate expense reports via Concur (Concur expertise is highly preferred but not a deal-breaker).

• Meeting & Event Logistics: Lead the planning and execution of internal/external meetings and monthly team-building events, including room setup, AV, and catering.

• Leadership Liaison: Serve as a backup for senior leaders reporting to the CEO and a thought partner to the Manager of Executive Administration.

Front Office & Operations

• Reception Excellence: Manage the daily opening/closing of the reception area, serving as the first impression for all visitors and staff.

• Security & Compliance: Oversee visitor check-in, manage internal/external badging, and conduct mandatory third-party screenings.

• Facilities Coordination: Act as the primary contact for building management, office supplies, and mail logistics (FedEx/UPS).

• Financial Administration: Facilitate invoice processing with the Accounts Payable team for prompt vendor payments.

Culture & Engagement

• Culture Building: Actively participate in employee engagement and culture initiatives to bring the location's atmosphere to life.

• Onboarding: Partner with HR to coordinate logistics for new hire arrivals.

• Team Leadership: Demonstrate the ability to manage people and processes effectively within the administrative scope.

Qualifications

• Experience: 2–3 years of administrative experience in a professional corporate environment is preferred; however, we are open to recent college graduates or individuals with high-end retail experience who possess the right energy.

• Technical Proficiency: Tech-savvy with a high level of expertise in Microsoft Office Suite (Outlook); Concur experience is a significant advantage.

• Communication & Soft Skills: Exceptional verbal and written skills; soft skills are the most critical priority for this role.

• Adaptability: Proven ability to pivot quickly in a changing environment and prioritize under pressure.

• Industry Knowledge: Previous experience in Aviation or Defense terminology is a major plus.

• Education: High School Diploma/GED required; associate or bachelor’s degree preferred.

• Experience: 2–3 years of administrative experience in a professional corporate environment.
• Education: High School Diploma or GED required; Associate's or Bachelor's degree preferred.
• Technical Proficiency: High level of expertise in Microsoft Office Suite (especially Outlook) and experience with SAP Concur is a significant advantage.
• Communication: Exceptional verbal and written communication skills with the ability to interact confidently with executive leadership.
• Adaptability: Proven ability to multi-task, prioritize under pressure, and pivot quickly as schedules change.
• Industry Knowledge: Previous experience in Aviation or Defense terminology is a major plus.

• Work Style: This is a 100% on-site position in a professional office setting.
• Physical Demands: Must be able to sit/stand for extended periods, view monitors for technical documentation, and occasionally lift/move up to 15 lbs (e.g., office supplies or mail).
• Environment: Low to moderate noise level; requires high-frequency interaction with staff and guests.

• Dynamic Industry: Support a mission-driven team working in Defense and Engineering.
• Professional Growth: Collaborate directly with senior leadership and the Executive Administration team.
• Collaborative Culture: Join a team that values proactive thinking and "can-do " attitudes.