Executive Assistant at Specter Aerospace

We are seeking a highly organized, proactive, and reliable Executive Administrative Assistant to support daily operations at our facility and provide direct assistance to the CEO. This role ensures seamless day-to-day operations, professional visitor experiences, and efficient coordination of company activities. The ideal candidate thrives in a fast-paced environment, can anticipate needs, and takes ownership of administrative and executive support tasks.

Key Responsibilities:

Facility Administration & Operations:

  • Greet, check-in, and manage all visitors, maintaining logs and coordinating building access.

  • Oversee all visits, including VIP visits, ensuring rooms are prepared, schedules are followed, and hospitality is arranged.

  • Manage all deliveries, shipments, mail, and packages for the facility.

  • Monitor and maintain office supplies and facility stock, proactively replenishing as needed.

  • Assist with purchasing activities and coordinate approvals for office and operational needs.

  • Maintain a clean, professional, and welcoming office environment, coordinating any facility upkeep as needed.

  • Serve as the main vendor liaison, including:

    • Scheduling and tracking service requests (IT, maintenance, repairs, etc.).

    • Coordinating vendor visits and service windows.

    • Escorting weekly cleaning crews and other service personnel.

  • Support the operations team with administrative and project-related tasks as needed.

  • Assist with planning and setup for company events, meetings, and internal gatherings.

Executive & Staff Support:

  • Manage CEO scheduling needs, including meeting coordination, on-site and off-site visits, and special engagements.

  • Coordinate travel for all staff members, including flights, hotels, ground transportation, and itineraries.

  • Ensure travel documentation (confirmations, tickets, schedules) is accurate and distributed in advance.

  • Handle the CEOs mail, deliveries, and special requests, ensuring timely attention.

  • Keep the CEOs office organized and fully stocked with necessary supplies and meeting materials.

  • Prepare meeting rooms for the CEO and visiting executives, including technology setup and refreshments.

  • Plan and execute VIP visits, ensuring top-level hospitality, food and beverage setup, and seamless schedules.

  • Assist with internal and external event coordination, including catering, logistics, and vendor communication.

  • Maintain confidential files, documents, and records with discretion.

  • Anticipate needs for the CEO and staff, proactively resolving potential logistical challenges.

Preferred Qualifications:

  • 3+ years of experience in administrative support, office management, or executive assistant roles.

  • Proven ability to manage multiple priorities and deadlines in a fast-paced environment.

  • Strong written and verbal communication skills with a professional demeanor.

  • Experience coordinating travel and event logistics for executives or teams.

  • Proficiency in Microsoft Office Suite and/or Google Workspace.

  • Highly organized, detail-oriented, and capable of anticipating leadership needs.

  • Comfortable handling confidential information and working in compliance-sensitive environments.

Additional Requirements:

  • Ability to lift and move packages up to 25 lbs as part of delivery handling.

  • Flexible to work early, late, or occasional weekend hours for VIP visits or events.

  • Must be a U.S. Citizen and eligible for a U.S. government clearance.