Executive Administrative Assistant

Position Overview

We are seeking a highly organized, proactive, and strategic Chief of Staff / Executive Assistant to support a Vice President whose responsibilities span six global locations across multiple time zones. This is a high-visibility role within a complex defense and aerospace environment where discretion, sound judgment, and adaptability are critical to success.

This position extends well beyond traditional executive support. The ideal candidate will serve as a trusted partner, helping drive priorities, streamline operations, and maximize executive effectiveness while operating in a fast-paced, constantly evolving environment.

Key Responsibilities

Executive Calendar & Meeting Management

• Own and manage a complex executive calendar across multiple domestic and international time zones.
• Anticipate scheduling needs and proactively coordinate meetings, reviews, and executive engagements.
• Resolve scheduling conflicts before they impact business operations.
• Ensure leaders are prepared with agendas, materials, and follow-up actions.

Travel & Expense Administration

• Coordinate domestic and international travel arrangements.
• Process and manage expense reports utilizing Concur and travel management platforms.
• Ensure accuracy and compliance with travel and expense policies.

Site Operations & Event Planning

• Plan and coordinate executive meetings, town halls, leadership events, and site activities.
• Manage room reservations, audiovisual requirements, catering, visitor coordination, and security logistics.
• Support seamless execution of high-visibility events.

Digital Collaboration & Technology Support

• Maintain and support collaboration platforms including Microsoft Teams and SharePoint.
• Assist with adoption and implementation of new digital tools and technologies.
• Improve information sharing and collaboration across geographically dispersed teams.

Executive Communications & Stakeholder Engagement

• Draft executive briefings, presentations, talking points, and correspondence.
• Serve as a liaison between executive leadership, internal stakeholders, customers, and external partners.
• Maintain professionalism and confidentiality in all communications.

Continuous Improvement & Operational Excellence

• Identify process improvement opportunities and workflow efficiencies.
• Break down organizational silos and improve cross-functional collaboration.
• Recommend and implement solutions that enhance productivity and effectiveness.

Leadership Support

• Conduct research and gather data to support executive decision-making.
• Provide analytical support and strategic insights as needed.
• Serve as a trusted advisor and extension of executive leadership.

What We're Looking For

Highly Organized & Detail-Oriented

• Ability to manage multiple priorities simultaneously across various locations and time zones.
• Maintain exceptional accuracy in scheduling, travel coordination, and expense reporting.

Proactive Problem Solver

• Anticipate leadership needs and take initiative without requiring detailed direction.
• Identify challenges early and implement effective solutions.

Strong Communicator

• Effectively communicate with executives, cross-functional teams, customers, and external partners.
• Demonstrate professionalism and executive presence in all interactions.

Agile & Change-Focused

• Thrive in a dynamic environment with evolving priorities.
• Embrace change and drive continuous improvement initiatives.

Inclusive & Collaborative

• Foster a positive, respectful, and psychologically safe work environment.
• Build strong relationships across all levels of the organization.

Required Qualifications

• 3 6+ years of experience supporting senior executives at the Vice President level or higher.
• Extensive experience managing complex executive calendars across multiple domestic and international time zones.
• Proven expertise in travel coordination and expense reporting using Concur and related travel systems.
• Strong proficiency with:
  • Microsoft Office Suite
  • Microsoft Teams
  • SharePoint
  • Concur
• Experience planning and coordinating high-visibility meetings, events, and site logistics.
• U.S. Citizen with the ability to obtain a Secret Clearance.
• Prior experience supporting government contracting, defense, aerospace, or similarly regulated environments.
• Ability to work effectively in a fast-paced, high-visibility environment.

Preferred Qualifications

• Project management experience with the ability to manage multiple priorities simultaneously.
• Experience mentoring or leading administrative support staff.
• Active Secret Clearance.
• Experience supporting senior leadership across multiple locations and functional areas.