Executive Administrative Assistant

About the role

The Executive Assistant will serve as a proactive right hand to Desert Aircraft’s ownership, taking full ownership of the unpredictable, high-volume administrative and operational work that currently sits on leadership’s plate. This role is built for someone who thrives without a script managing daily customer inquiries, coordinating with outside vendors and service providers, and clearing day-to-day noise so leadership can stay focused on strategy and growth.

Objectives

• Own and manage the owner’s calendar, scheduling, and daily priorities to protect focus time for high-value, revenue-generating work.
• Serve as the first point of contact for day-to-day supply chain issues — tracking down parts, materials, or shipment delays and driving them to resolution.
• Cook directly with external vendors and service providers, from initial outreach through follow-up, to keep projects and orders moving without leadership involvement.
• Anticipate and solve unpredictable, day-to-day operational problems as they arise, using sound judgment on when to resolve independently versus escalate.
• Draft, organize, and manage correspondence, documents, and reports on behalf of the owner.
• Cook travel arrangements, meetings, and cross-department logistics.
• Maintain organized, accurate records and filing systems (physical and digital) for quick retrieval.
• Build and document repeatable processes and SOPs for administrative and delegated tasks to support future scaling.
• Track open items and follow up proactively to ensure nothing falls through the cracks.
• Communicate clearly and professionally with internal team members, customers, and outside partners on the owner’s behalf.
• Identify additional tasks that can be removed from leadership’s plate and proactively propose solutions for delegation.

Competencies

• Proven ability to manage complex calendars, competing priorities, and shifting daily demands without losing organization.
• Strong vendor and service-provider coordination skills — comfortable initiating contact, negotiating timelines, and driving issues to resolution.
• Working knowledge of supply chain or order fulfillment processes, or the ability to learn quickly within a manufacturing environment.
• Sharp problem-solving skills with the ability to make sound decisions in ambiguous, fast-changing situations.
• Strong written and verbal communication skills, able to represent leadership professionally with internal teams, vendors, and customers.
• High proficiency with standard office and productivity software (Microsoft Office/Google Workspace); ability to learn internal systems such as SYSPRO quickly.
• Detail-oriented with strong documentation and process-building skills.
• Self-starter with a “hunter” mentality — proactive, resourceful, and driven to get things done without being told.
• Positive energy and a can-do attitude, even under pressure or when priorities shift suddenly.
• High level of trustworthiness and discretion when handling confidential or sensitive information.

Education and Experience

• 3–5 years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or in a similar role supporting an owner or senior leader.
• Experience in a manufacturing, industrial, or small-business environment preferred.
• Demonstrated experience coordinating directly with vendors, suppliers, or service providers.
• Associate’s or Bachelor’s degree preferred, or equivalent professional experience.

Physical Requirements

• Ability to sit in a sedentary position for long periods and occasionally lift moderate weight (e.g., 20 lbs), within an office environment, mixed with time spent on the manufacturing floor coordinating directly with teams.