Executive Administrator

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VAS Aero Services is looking for a Executive Administrator to join our team in Boca Raton, Florida. The Executive Administrator (EA) will collaborate with teams across functions and provide smooth and efficient support to the Executive Leadership Team. Reporting to the Chief Executive Officer, the EA will be responsible for managing calendar and logistics, coordinating events and travel, and ensuring effective communication for the executive staff.

• Financial Rewards:
  Competitive base salary, incentive compensation that may include profit sharing schemes, retirement savings plan and the ability to participate in an Employee Stock Ownership Plan (“ESOP”)
• Work/Life Balance:
  Paid time off including personal time, holidays and a generous paid parental leave program.
• Health & Welfare:
  Comprehensive insurance coverage including medical (traditional and high-deductible health plans), prescription, dental, vision, life, disability, Employee Assistance Plan (“EAP”) and other supplemental benefit coverages.
• Individual Development:
  Upskilling and development opportunities through our global Leadership University, including unlimited access to 10,000+ e‑learning courses focusing on ways to develop your employability, certifications, career path as well as the opportunity to participate in accelerated development programmes and both national and international mobility.

• Provide calendar management for the Executive Leadership team, prioritise inquiries and requests, and troubleshoot conflicts to ensure smooth day‑to‑day engagements.
• Effectively prioritize and manage several work streams simultaneously, independently solving complex problems under ambiguous conditions.
• Precise execution of administrative activities, with high attention to detail and organisational process including schedule management, presentations, meeting agendas, emails, spreadsheets, calls and internal/external communications.
• Arrange and handle all logistics for Executive Leadership team meetings and events: schedule meetings; draft agendas; develop, compile and distribute presentation materials; and record meeting minutes.
• Manage all communications, including responding to a wide variety of inquiries and requests from internal and external customers, whilst maintaining confidentiality of highly sensitive information.
• Provide end‑to‑end customer excellence when preparing complex international and local travel arrangements, visa applications, expense report submission, accounting administration and conference management for executive staff.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Other projects or duties as assigned for the overall benefit of the organization.

• High school diploma.
• Bachelor’s Degree from an accredited college or university with a minimum of 5 years of experience in a fast‑paced environment (Preferred).
• 10+ years of experience as an EA.
• 3+ years of project management experience including coordinating and scheduling multiple events simultaneously.
• 5+ years of experience managing a calendar for one or more Executives.

• Up to 20% domestic and international.

• Authorized to work in the US, able to work in US without current or future need for visa sponsorship.

• Onsite or remote: 100% in office.
• Vision:
  Ability to see and read computer screen and other electronic equipment, read documents, reports and engineering drawings.
• Hearing:
  Ability to hear to participate in conversations in person and via teleconference or phone and hear sounds on production floor including safety warnings or alarms.
• Speaking:
  Ability to speak in conversations and meetings, deliver information…