Executive Assistant

Role Description: 

As an Executive Assistant, you will provide high-level administrative support to senior executives, particularly the Chief Executive Officer (CEO) and the Defense Unicorn leadership team. Your role is essential in ensuring the smooth operation of executive functions, handling sensitive information, and managing complex scheduling and communication needs. With your expertise in executive support, organization, and communication, you'll enhance executive productivity and maintain efficient daily operations.

Responsibilities: 

• Executive Support: Act as a trusted partner to the CEO, the Board, and leadership team, organizing current needs and handling sensitive business information with discretion and accuracy.
• Calendar Management: Efficiently manage a high-volume calendar, handle scheduling requests, and proactively address conflicts to align executive time with business priorities.
• Meeting Coordination: Attend meetings with or on behalf of the CEO, prepare agendas, capture meeting notes, and ensure timely follow-up on action items. Coordinate onsite and offsite meetings comprehensively.
• Travel Management: Manage all travel scheduling and arrangements, ensuring timely communication and preparedness for both domestic and international travel.
• Communication Support: Assist in communication needs through various platforms such as Slack and Gather, ensuring clear and effective exchanges between the executives and stakeholders.
• Document Preparation: Provide administrative support in drafting and reviewing documents, presentation materials, and online resources. Ensure high quality and accuracy in all prepared materials.
• Event Support: Support in-person and virtual events attended by the CEO, including coordination and logistics to ensure smooth execution.
• Process Improvement: Identify and implement process improvements to enhance administrative efficiency and effectiveness. Document and streamline administrative processes as needed.
• Office Management: Maintain efficient office operations, including supplies inventory, equipment maintenance, and office organization. Ensure a professional and welcoming office environment.

Travel Expectations/Requirements: 5-10%

The listed responsibilities are not exhaustive and additional responsibilities may be assigned based on the evolving needs of the organization. We are seeking a dynamic individual who is able to adapt and take on new responsibilities as they arise. 

Preferred Experience and Qualifications:

• Experience: Experience providing executive-level administrative support, preferably in a high-paced or defense-related environment.
• Calendar and Travel Management: Proven experience in managing complex executive calendars and travel arrangements with exceptional organizational skills.
• Communication Skills: Excellent written and verbal communication skills, with a demonstrated ability to interact effectively with senior executives, staff, and external stakeholders.
• Document Preparation: Strong proficiency in preparing high-quality reports, presentations, and correspondence.
• Project Management: Experience in supporting project management activities and coordinating cross-functional teams.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools such as Monday.com or similar platforms.
• Confidentiality: Ability to handle sensitive information with the highest level of discretion and confidentiality.
• Organizational Skills: Highly organized, detail-oriented, and capable of managing multiple tasks and priorities efficiently.
• Problem-Solving: Strong problem-solving skills with a proactive approach to anticipating needs and addressing issues.
• Flexibility: Demonstrated ability to work independently and as part of a team, with a willingness to adapt to changing priorities and responsibilities.

We are seeking a dynamic and highly organized individual who thrives in a fast-paced environment and is dedicated to supporting our senior executives effectively. If you are passionate about executive support and are ready to contribute to our organization’s success, we encourage you to apply.