Administrative Assistant to VP - 20364

The position requires a self-motivated professional who will provide high-level administrative and operational support. This role manages complex calendars, coordinates senior-level meetings and events, prepares executive-level communications and presentations, and serves as a key point of contact for internal and external stakeholders. The ideal candidate is proactive, highly organized, exercises sound judgment and can effectively manage multiple priorities in a fast-paced environment while maintaining strict confidentiality.

• Manage complex calendars, including scheduling meetings, resolving conflicts, and ensuring appropriate preparation time and materials for the executive.
• Coordinate domestic travel arrangements, including itineraries, transportation, lodging, and changes as needed.
• Plan and support leadership meetings, town halls, and other events (agenda development, materials preparation, logistics, minutes, and follow-up actions).
• Prepare, edit, and format correspondence, reports, presentations, and other executive-level documents with a high degree of accuracy and professionalism.
• Screen, prioritize, and route incoming emails, calls, and requests; respond on behalf of the executive where appropriate and escalate issues as needed.
• Track and support completion of action items, deadlines, and recurring deliverables for the executive and leadership team.
• Process and reconcile expense reports, purchasing requests, and other administrative transactions in accordance with company procedures.
• Maintain organized files and records (electronic and paper) to ensure easy retrieval and compliance with records-management requirements.
• Build and maintain effective working relationships with internal partners and external stakeholders, representing the executive with professionalism and discretion.
• Handle sensitive and confidential information with the highest level of integrity and judgment.
• Anticipating the executive needs and ability to solve complex operational bottlenecks independently.
• Support special projects and ad-hoc assignments as requested by the executive or HR/leadership.

• High School diploma/GED with a minimum of 8 years related work experience, including a minimum of 6 years of experience supporting senior leadership.
• Demonstrated proficiency with Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams) and virtual meeting platforms.
• Proven experience managing complex calendars, travel arrangements, and meeting logistics.
• Strong written and verbal communication skills, with the ability to draft and edit professional correspondence and presentations with an ability to act as effective gatekeeper and liaison.
• Excellent organizational skills and attention to detail; able to prioritize and manage multiple tasks with competing deadlines.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Strong interpersonal skills and customer-service orientation, with the ability to work effectively across all levels of the organization.
• Ability to obtain and maintain a Secret security clearance.

• Experience supporting C-suite or VP-level leaders in a large, matrixed organization.
• Familiarity and Concur.
• Experience coordinating large meetings, offsites, or events.
• Demonstrated ability to anticipate needs, take initiative, and work with minimal supervision.
• Experience in budgeting.
• Experience in an engineering, aerospace/defense, or highly regulated environment is a plus.
• Current active Secret security clearance.