Executive Assistant Job at Vertex Aerospace LLC
POSITION SUMMARY:
The Executive Assistant will report directly to the Executive Director of Administration, with direct support as the Executive Assistant to the Vice President of the Global Training Services Division (GTS). Position will also provide, as needed, support to Business Development and Operations.
DUTIES & RESPONSIBILITIES:
- Able to use organizational skills to collaborate with customers and colleagues in a fast-paced environment.
- Handles important office decisions and acts as an effective partner for the office of the Vice President and others as required
- Professionally screens incoming calls and follow-ups on correspondence
- Scheduling all aspects of travel; internationally and domestic
- Meeting preparation to include conference room scheduling, setup, coordinating with applicable catering services and prioritization of meeting logistics
- Accurately process expense reports, including mileage with timely submission
- Prepare presentations for leadership meetings; maintain accurate and updated organization charts for specified department; prepare and distribute weekly reports to direct staff
- Monitor trends in business, technology, office administration, and business systems
- Successfully manage independent projects to fruition on an as-needed basis, meeting deadlines, along with other duties assigned
- Work quickly and efficiently; remain flexible to shifting priorities
- Comfortable operating in a connected and technology rich office environment and demonstrated enthusiasm for innovation, collaboration, and execution.
- Work with the Executive Director of Administration and V2X Administrative Team on community awareness/initiatives as required
TIME ALLOCATION:
- Apply skills in current technology, to ensure well-managed workflow. Skillfully orchestrate troubleshooting activities and follow-up of all details to respond to the unexpected
- In partnership with the V2X Administrative team, elevate efficiency and effectiveness of existing administrative processes
- May be required to work overtime hours, as directed, and approved by the Vice President of GTS and over 5 hours by the Executive Director of Administration. Process of email for approval and entry onto the Executive Director of Administration calendar, followed by entry into the current applicable timesheet system
KNOWLEDGE, SKILLS AND QUALIFICATIONS:
- Associate degree, Bachelor’s preferred, with 10+ years of related experience
- Impressive style, manner, communication, and collaboration skills to represent the V2X office
- Vested in the interest of the integrity of the role
- Essential traits: decisiveness, listening, sensitivity, confidentiality, credibility, sense of urgency, independent, professionalism with a sense of humor
- Ability to organize, coordinate, follow up and manage complex details
- Creative in managing priorities, handling more than one task at a time, and exercising distraction control with judgment and common sense
- Knowledgeable in Microsoft 365 applications, Teams, Zoom, Adobe technology, and SAP Concur and UKG; able to successfully operate a laptop, copier, and standard office equipment. Ability to type 60wpm
- Planning and organizing skills, with the ability to anticipate change and adjust responses accordingly
- Excellent time/project-management expertise
- Ability to navigate and communicate across broader organization, including C-Suite but not limited to, and external customers, forward thinker with proactive mindset
- Global Culturally sensitive. Ability to work with diverse cultures and teams, teamwork
- Excellent writing, editing, and verbal communication skills
- Attention to detail in all aspects of the role; high-quality standards
This position is required to be onsite and is not a remote role.
V2X is committed to building a diverse and inclusive environment in which we recognize and value each other’s differences as well as fostering a culture that promotes its core values: Professionalism, Integrity, and Respect. As an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, age, disability, or status as a protected veteran.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
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