Executive Assistant

<p>This is an hybrid position at our Ft. Lauderdale and Boca Raton Location</p> <p> </p> <p>As the Executive Assistant you will play a crucial role in ensuring the smooth and efficient operation in the organization. You will be responsible for managing executive schedule, coordinating communications and meetings, travel arrangements and handling confidential information.</p> <p><strong><u>Essential Functions </u></strong></p> <ul> <li>Proactively own and execute scheduling to ensure time is prioritized according to current initiatives.</li> <li>Manage complex travel logistics including planning, booking and creating itineraries in advance of domestic and international trips.</li> <li>Prepare, verify, and process travel vouchers upon travel return</li> <li>Purchase office supplies and other items as requested and prepare and process and track respective expense reports through payment completion</li> <li>Coordinate appointments, correspondence, and communications with other administrators</li> <li>Manage, plan and execute on-site meetings, and offsite meetings to include hotel, travel, and dinner reservations when necessary.</li> <li>Manage, generate, and coordinate executive correspondence and documentation</li> <li>Handle meeting set-ups, physical logistics, conference call and VTC arrangements</li> <li>Work with other administrators and meeting participants to efficiently and effectively schedule meetings</li> <li>Coordinate office activities and operations to secure efficiency and compliance to organization policies</li> <li>Obtain and collate information and data from electronic or paper files</li> <li>Review/direct/proof correspondence accuracy and compliance to the proper personnel</li> <li>Facilitate program access request routing and circulation</li> <li>Coordinate with Finance, HR, Security, and/or facilities to resolve issues</li> <li>Perform other duties as assigned</li> <li>Regular and reliable attendance on a full time basis [or in accordance with posted schedule].</li> <li>Responsible for exhibiting professional behavior with both internal and external business associates that reflects positively on the company and is consistent with the company's policies and practices.</li> <li>Embodies AEVEX’s cultural values and aligns daily actions with department goals and company culture.</li> </ul> <p><strong><u>Qualifications and Competencies </u></strong></p> <ul> <li>Must have expert-level use of the Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat applications, and Explorer, Firefox, and Chrome web browsers</li> <li>Excellent written and verbal communication skills and a strong sense of professionalism</li> <li>Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.</li> <li>Ability to notice trends and anticipate needs and changes, and react accordingly with a calm demeanor.</li> <li>Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.</li> <li>Strong interpersonal skills and ability to build relationships cross-functionally.</li> <li>Ability to work autonomously with a strong work ethic and handle sensitive and confidential information with integrity and discretion.</li> <li>Intuitive problem-solver with thoughtful anticipation of deliverables.</li> <li>Full comprehension of office management systems and procedures.</li> <li>Military background or familiarity with US DoW terminology preferred</li> <li>Familiarity with Maritime ve