Title:  Administration D - Administrative Assistant

Job Title: Administration D - Executive Administrator

Job Code: 37644

Job Location: Malabar, FL

Job Schedule: 9/80: Employees work 9 out of every 14 days – totaling 80 hours worked – and have every other Friday off

Job Description:

The Executive Administrator is responsible for efficiently managing calendars, meetings, and logistics to ensure seamless operations. Additionally, the role will host on-site meetings, manage visitor access, and oversee special projects, corporate events, and office administration tasks, fostering strong relationships with internal and external teams to support overall business objectives.

Essential Functions:

• Efficiently manage calendars to maximize in-person attendance and minimize conflicts and travel time.
• Prioritize meetings and manage logistics including room bookings, AV setups, site tours, and catering.
• Prepare agendas and distribute briefing materials in advance of meetings for all relevant participants.
• Coordinate, book, and manage travel arrangements for key stakeholders and staff.
• Manage and update program documents (action items, org charts, communications) and ensure timely closure of action items.
• Proof-read, polish, and ensure presentation materials are executive-ready.
• Draft and manage leadership correspondence, ensuring professional, timely, and accurate communications.
• Host and manage on-site meetings, handle visitor badging, and maintain a professional environment for guests.
• Accurately manage and submit leadership expense reports in compliance with company policies.
• Lead special projects, plan corporate events, assist with office administration, and facilitate relationship building and coordination among teams.
• Travel up to 25%
• Ability to obtain US Government clearance. 

Qualifications:

• Requires highly developed job knowledge/skills. Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.

Preferred Additional Skills:

• Experience supporting executives in fast-paced, dynamic environments with competing priorities and tight deadlines.
• Familiarity with audio-visual equipment setup and troubleshooting for meetings and presentations.
• Background in event planning and coordination for corporate functions ranging from small team meetings to large-scale events.
• Experience managing complex international travel arrangements including visa requirements and cultural considerations.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Strong organizational skills with exceptional attention to detail and ability to anticipate needs proactively.
• Experience working in government contracting, defense, or regulated industries.

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