Executive Assistant

United States·Melbournemid

Executive AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Provide high-level administrative support to CEO. Manage and maintain the CEO's calendar, appointments, meetings, and scheduling priorities. Coordinate travel arrangements, itineraries,

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Executive AssistantAdministration & Office Support

Do you naturally organize, anticipate, problem-solve, and follow through? We’re looking for an Executive Admin who enjoys keeping everything connected and moving, bringing structure to a fast-paced environment, staying two steps ahead, and helping our CEO keep priorities, projects, and commitments on track.

Alluvionic is a woman-owned, 8(a) certified solutions provider specializing in project management, process improvement, product development, cybersecurity, and training services. We provide Project Assurance® for every project and are looking for a Senior Project Manager who can help us successfully manage and grow our portfolio of federal programs while strengthening customer relationships and supporting the company's continued growth.

This is a full-time, on-site position based in Melbourne, Florida. Remote and hybrid arrangements are not available for this role.

Job Summary
Alluvionic is seeking a highly organized, proactive, and detail-oriented Executive Admin to provide dedicated support to the CEO. This role serves as a trusted partner to the CEO, helping manage priorities, coordinate activities, maintain organization, and ensure critical initiatives and commitments are executed efficiently.

The ideal candidate thrives in a fast-paced environment, can adapt quickly to changing priorities, and possesses exceptional judgment, discretion, and follow-through. This individual is systems-oriented, organized, and proactive, with the ability to anticipate needs, solve problems, and keep important work moving forward with minimal direction.

This position requires a high degree of professionalism, confidentiality, attention to detail, and the ability to operate effectively in a dynamic government contracting environment.

Responsibilities and Duties
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Executive Assistant will:

Provide high-level administrative support to CEO.
Manage and maintain the CEO's calendar, appointments, meetings, and scheduling priorities.
Coordinate travel arrangements, itineraries, and expense reporting.
Prepare, draft, edit, and distribute, reports, presentations, meeting materials, and other business documents.
Attend meetings as needed, document key discussions, track action items, and ensure timely follow-up on commitments and deadlines.
Maintain organized digital files, records, contact lists, trackers, and administrative systems.
Develop and maintain processes, workflows, checklists, and organizational tools that improve efficiency and effectiveness.
Coordinate special projects and initiatives on behalf of the CEO.
Serve as a professional point of contact for internal and external stakeholders on behalf of the CEO.
Handle confidential, proprietary, and sensitive information with discretion and sound judgment.
Support company meetings, events, and executive functions as needed.
Assist with administrative tasks related to government contracts, proposals, compliance activities, and government systems.
Leverage Microsoft 365, SharePoint, Teams, and AI-enabled tools to improve productivity, communication, organization, and workflow management.
Identify opportunities to streamline processes and implement improvements proactively.
Perform other duties as assigned.

Required Qualifications

4+ years of executive administrative or senior-level administrative support experience.
Experience supporting a senior executive, business owner, or CEO.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Demonstrated professionalism, discretion, and confidentiality.

Preferred Qualifications

Government contracting (GovCon) experience.
Familiarity with government systems, contracts, proposals, or compliance-driven environments.
Experience leveraging AI tools to improve productivity and efficiency.
Bachelor's degree.

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