Office Manager/Executive Assistant

Summary:

The Executive Assistant will serve as a strategic partner to the CEO and Executive Leadership Team, providing high-level administrative support in a fast-paced, multi-time-zone environment. This role requires a highly organized, proactive, and forward-thinking professional who consistently stays several steps ahead—anticipating needs, resolving issues before they surface, and ensuring the seamless execution of daily operations.

Key responsibilities include complex calendar and travel management, preparation for executive and board-level meetings, coordination of office administration and visitor programs, and acting as a central point of communication across the organization. The ideal candidate is resourceful, detail-driven, and calm under pressure, with exceptional judgment, communication skills, and the ability to manage competing priorities with professionalism and discretion.

Essential Duties and Responsibilities include, but are not limited to, the following:

• Performs various clerical, and administrative duties, but with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential.
• Supports Executives in building presentations for business review meetings, monthly and quarterly, staff meetings, board of directors’ meetings, etc.
• Manage complex, dynamic calendars for the CEO and Executive Team, prioritizing meetings and resolving conflicts across multiple time zones.
• Coordinate all aspects of travel (domestic and international), including itineraries, visas when needed, ground transportation, and last-minute changes.
• Plan, schedule, and prepare for board meetings, leadership meetings, and staff meetings, ensuring agendas, materials, and logistics are ready in advance.
• Assists Executive leadership team with travel arrangements, calendar management, expense reports and project assistance.
• Serve as a primary point of contact between the CEO, internal leaders, and external stakeholders, ensuring timely and professional communication.
• Draft, proofread, and format correspondence, presentations, and reports with a high level of accuracy, confidentiality, and professionalism.
• Concur management in support of CEO only: review and approve CEO’s direct reports traveling requests and expense reports in compliance with company’s policies and regulations.
• Manage expense reports, invoices, and credit card reconciliations for the CEO and other executives, ensuring compliance with company policies.
• Support CEO on day-to-day tasks including review of documents, contracts, reports, etc; and PTO and expense approval for his direct reports.
• Track and follow up on action items from executive and leadership meetings, ensuring deadlines are met and the CEO remains informed on progress.
• Provides timely and accurate processing of forms, records, and reports upon request.
• Monitor and manage office budget, including expenses related to supplies, equipment, and facilities and reorders materials as necessary.

• Visitors program management: visit requests, receives visitors, welcome message and accurately maintains visitor log system.
• Supports site level event planning/preparation for All Hands Meetings and other events as requested.
• Oversee day-to-day office operations in Miramar (and other locations as needed), including supplies, vendors, facilities requests, and visitor management.
• Anticipate needs and proactively resolve issues in a fast-paced environment with shifting priorities and simultaneous demands.

• Support maintenance and repairs of office facilities and equipment and coordinate with vendors and service providers to handle any issues or troubleshooting of office equipment in collaboration with VP, Operations and IT accordingly.
• Maintain strict confidentiality regarding sensitive business information, personnel matters, and strategic initiatives.
• Support onboarding and integration of visiting executives and guests, including logistics, workspace set-up, and meeting coordination.
• Identify opportunities for process improvement proactively.
• Work with other functional leaders to support successful business operation.
• Partner closely with HR, Finance, IT, and Operations to ensure smooth execution of executive priorities and company-wide initiatives.
• Other administrative duties may apply.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to use methods appropriate for the situation when learning new things and understand the implications of the information learned.
• Ability to apply substantial knowledge of company policies and procedures to complete a wide range of task & duties
• Must be highly motivated, a self-starter with demonstrated ability to multi-task
• Strong organizational and administrative skills, as well as proficient with computer and database management
• Excellent communication and interpersonal skills.
• Able to manage efficiently and effectively multiple and competing priorities
• Demonstrated capability to work with a diverse group of people.
• Able to work flexible hours, including evenings and weekends when necessary
• Ability to maintain confidentiality and accuracy is critical.
• Demonstrated problem solving and decision-making abilities, along with integrity, assertiveness, and flexibility.
• Able to cope with and thrive in a high-pressure work environment.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Demonstrated experience using AI-powered tools and applications in daily workflow.
• Highly proactive, anticipatory, and solution-oriented—always two steps ahead and able to see what’s needed before being asked.
• Demonstrated ability to work under pressure with tight deadlines, heavy volume, and rapid changes.
• Strong judgment, discretion, and confidentiality handling sensitive company and personnel information.
• High degree of emotional intelligence, professionalism, and executive presence.
• Demonstrated ability to problem-solve independently, make sound decisions, and navigate ambiguity.
• Ability to multi-task and manage follow-up items across various workstreams without losing track.
• Self-starter with a strong sense of ownership and accountability.
• Composed, calm, and resourceful—especially when managing last-minute changes or executive-level requests.
• High attention to detail with zero tolerance for errors in scheduling, documents, or communications.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Effectively communicates both verbally and written with an understanding of the sensitive/confidential nature of material and as appropriate for the needs of the audience.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

Diversity - Demonstrates knowledge of Equal Employment Opportunity policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan

Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Education and Experience:

• Bachelor's degree in related field
• 5 to 7 years’ of Executive Assistant experience supporting C-suite or senior executives in a fast-paced, high-growth, or global environment.
• Proven experience managing complex calendars, shifting priorities, and competing demands across multiple time zones.
• Strong background coordinating international and domestic travel, including last-minute changes and multi-country itineraries.
• Experience supporting Board of Directors, executive leadership teams, or high-visibility stakeholders preferred.
• Prior experience in aerospace, defense, manufacturing, or similarly regulated industries is a plus.

Technical Skills:

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
• Comfortable working in HRIS, CRM, or project-management platforms (e.g., Paylocity, Salesforce, Asana, Monday.com).
• Strong document production skills: professional formatting, proofreading, editing, and drafting.
• Ability to quickly learn new systems, tools, and processes; tech-savvy and adaptable.

Language Skills:

• Fluent in English
• Fluency in Spanish a plus

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to write reports and business correspondence
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public

Mathematical Skills:

• Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals
• Ability to compute rate, ratio, and percent and to create and interpret bar graphs

Physical Demands:

• Customary physical demands for office environment
• Regularly required to use hands and fingers to handle or feel; reach with hands and arms; talk or hear
• Frequently required to stand, walk, bend, and sit; prolonged periods of sitting at a desk and working on a computer
• Occasionally lift and/or move up to 25 pounds (over 25 lbs. with assistance)
• Required to use close vision, distance vision, color vision, peripheral vision, depth perception, and be able to adjust focus
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Work Environment:

• Traditional office environment with attached warehouse environment
• Customary warehouse environment, including fluctuating temperatures based on weather conditions
• Able to perform in a fast-paced and dynamic work environment

Travel:

• 10% or less.