Executive Assistant

Responsibilities

• Manage the Principal/CEO's complex calendar, prioritizing meetings, and ensuring seamless scheduling for both internal and external engagements.
• Act as the primary gatekeeper for the CEO, drafting professional correspondence and preparing effective communication templates for client outreach and call scheduling.
• Organize and filter executive emails, implementing efficient systems for communication management.
• Manage, organize, and track critical company documents, including closing checklists, legal records, and files within Google Drive.
• Prepare and submit invoices, manage accounting records, and assist with financial operations for various entities.
• Aid the accounting team by tracking and organizing vendor bills, expenses, and monthly financial data.
• Support logistics for business operations, including office management, procurement, and physical organization.
• Provide support on complex financial and regulatory topics, such as in-depth tariff research instructions and HTS codes.
• Lead the initial stages of the recruitment pipeline by drafting, completing, and posting job descriptions to the company website and professional platforms like LinkedIn.
• Review applicant submissions, organize video requests, and schedule interviews for strong candidates to move them through the hiring process.
• Process onboarding paperwork and ensure necessary documentation is completed for new employees.
• Manage customer data and activities within the CRM system (e.g., AvWare).
• Assist the sales team in following up on current opportunities and tracking the progress of active deals.

Requirements

• Proven experience as an Executive Assistant, Sales Support Specialist, or similar role.
• Exceptional organizational skills and meticulous attention to detail.
• Proficiency in the Google Workspace suite (Docs, Sheets, Drive, Calendar) and familiarity with CRM systems.
• Strong verbal and written communication skills with experience drafting professional correspondence.
• A proactive, results-oriented mindset with the ability to take initiative and manage multiple priorities in a fast-paced environment.
• The ability to handle highly sensitive and confidential information, including financial statements, contracts, and personnel records.
• Experience in the aviation or a highly technical/regulated industry is a plus.