Executive Assistant bei AllClear Aerospace & Defense

Description

Executive Administrator

ITAR Compliance Required

Full-Time; Exempt; Onsite Role

Miramar, FL

About AllClear Aerospace & Defense

AllClear Aerospace & Defense is the military aviation aftermarket industry’s leading provider of mission-ready solutions. We provide excellence in sustainment for the U.S. militaries and its allies. Headquartered in Miramar, Florida, AllClear’s sustainment solutions cover over 25 of the most utilized military aircraft platforms, supported with distribution agreements from leading OEMs, in-house and managed repair services, engineered products, manufacturing, and logistics solutions.

AllClear represents more than 30 years of defense aerospace sustainment experience and expertise, focused on the bigger mission mindset of keeping militaries mission ready. AllClear locations include Abu Dhabi, UAE; Camarillo, CA; Cambridge, UK; Greenville, SC; Macon, GA; Miramar, FL; Seoul, S. Korea; Singapore; South San Francisco, CA; and Tokyo, Japan.

To learn more visit GoAllClear.com.

Job Summary:

The Executive Administrator provides high-level administrative and operational support to the leadership team, ensuring seamless execution of executive priorities and business operations. This role is responsible for managing complex scheduling, coordinating travel and expenses, and handling highly confidential information with the utmost discretion. The Executive Administrator also supports HR-related functions, assists with critical document preparation, and oversees key administrative processes, including compliance with company policies. As a key point of contact for internal and external stakeholders, this position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment

Essential Duties and Responsibilities:

• Provide high-level administrative support to the leadership team, including preparing, proofreading, and managing critical documents such as presentations, contracts, reports, and correspondence 
• Oversee complex scheduling and calendar management for the executive team, ensuring seamless coordination of meetings, appointments, and travel arrangements while anticipating and mitigating scheduling conflicts
• Manage Concur administrative functions, including:
• Conducting expense report audits to ensure accuracy and compliance.
• Reconciling ghost card transactions for airline ticket purchases.
• Reviewing and approving travel and expense reports in accordance with company policies
• Enforcing compliance with travel and expense policies, providing guidance as needed.
• Support HR functions by handling sensitive employee information, maintaining records, assisting with confidential projects, and ensuring compliance with company policies and legal requirements.
• Coordinate the executive visitor program by managing guest arrangements, including greetings, welcome messages, and logistics such as meeting space preparation and meal coordination to minimize disruptions.
• Maintain office efficiency by managing supply inventory, overseeing orders, and ensuring an organized and professional workspace
• Prioritize and manage multiple assignments, meeting strict deadlines with accuracy while proactively identifying and addressing potential issues
• Exercise the highest level of discretion in handling highly confidential and proprietary information related to executives, employees, and business operations
• Perform additional duties as needed to support business operations and executive initiatives

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.

Skills

• Proven experience as an administrative assistant, office assistant, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software.
• Skilled in Concur travel store software management.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Excellent attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Professional demeanor and strong customer service skills.
• High level of confidentiality and discretion in handling sensitive information.

Education and Experience

• Completed high school education
• Utmost sensitivity with confidential data and information
• Microsoft Suite proficient; Intermediate Outlook, Excel, Word, PowerPoint 
• Experience in a fast-paced environment with a constant workload in a changing environment
• Quantum ERP system experience, preferred

Language/Communication Skills

• Fluent in English
• Foreign Language skills desirable
• Ability to read, analyze, and interpret general business information
• Ability to write reports, business correspondence, and procedure manuals
• Ability to effectively present information and respond to questions from groups or managers

Mathematical Skills

• Ability to work with mathematical concepts such as addition, subtraction, multiplication and division
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations

Physical Demands

• Customary physical demands for office environment.  
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

• Traditional office environment  

Travel

• 5%, Travel should not be needed but possible.