Administrative/Clerical - Administrative Assistant

Hybrid Chief of Staff / Executive Assistant - Vice President (Multi Site, Defense/Aerospace)

Overview

We are looking for a proactive thought partner to support a Vice President whose portfolio spans globally across six locations and multiple time zones. In this high visibility, defense aerospace environment, ability to work in a dynamic environment, use of discretion and sound judgment are essential. The role goes far beyond calendar management-this individual owns outcomes and amplifies the VP's impact. The ideal candidate is able to thrive in a continuously changing and fast paced environment.

Core Responsibilities:

Executive Calendar & Meeting Management - Own a complex, multi time zone schedule. Proactively anticipate meeting needs, arrange reviews, and resolve conflicts before they arise.

Travel & Expense Administration - Coordinate domestic and international travel; process expense reports (Concur/BCD) with 100 % accuracy.

Site Operations & Event Planning - Organize high visibility meetings, town halls, and site level logistics (room reservations, AV, catering, security).

Digital Collaboration Platforms - Maintain Teams, SharePoint, and emerging DX tools; champion adoption of new digital solutions.

Executive Communications & Stakeholder Engagement - Draft briefings, presentations, and correspondence; liaise with internal leaders, external partners, and customers.

Continuous Improvement - Identify workflow efficiencies, break down silos, and implement process enhancements.

Leadership Support - Provide research, data analysis, and decision making assistance as a trusted advisor.

WHO YOU ARE :

Attribute: What It Means for This Role:

Highly Organized & Detail Oriented /Manage multiple priorities across time zones while ensuring flawless

execution of calendar, travel, and expense tasks.

Proactive Problem Solver /Anticipate leadership and customer meeting needs; streamline processes

and drive results without waiting for direction.

Strong Communicator /Convey information clearly to executives, cross functional teams, and external partners

worldwide.

Agile & Change Focused /Embrace evolving priorities, dismantle silos, and champion continuous improvement initiatives.

Inclusive Mindset /Foster a psychologically safe environment and model our organizational values.

Basic Qualifications

• 36+ years supporting senior executives (VP level or above).
• Demonstrated expertise in dynamic calendar management, travel coordination, and expense reporting (Concur/BCD).
• Proven ability to manage executive calendars across multiple domestic and international time zones and to anticipate meeting preparation and follow up.
• Proficiency with Microsoft Office, Teams, SharePoint, and Concur; quick adoption of new digital tools (DX).
• Experience planning high visibility events and site logistics (AV, catering, security).
• Location: DC, Maryland, Virginia, Colorado
• US Citizen with ability to obtain Secret Clearance
• Prior experience in government contracts or aerospace environments.

Desired Qualifications

• Experience in project management and managing a number of priorities simultaneously.
• Experience mentoring or leading a small team of administrative staff.
• Active Secret Clearance (if not already held).