Executive Administrator

Essential Duties and Responsibilities

The Executive Administrator provides comprehensive coordination and administrative support to a dynamic executive team overseeing organizational leadership, business units, projects, and programs. This role is responsible for tracking and facilitating the timely completion of all aspects of executive activities.

The Executive Administrator will work effectively across all functional and project teams-including Engineering, Operations, Quality, Contracts, Finance, and others-to ensure priorities are advanced seamlessly. Upon transition into the role, the Executive Administrator is expected to anticipate needs and proactively complete tasks to alleviate administrative burden on the executive team. The position requires the ability to operate independently with minimal instruction or supervision.

Responsibilities include, but are not limited to:

Perform a wide range of administrative duties in support of organizational leadership.

Develop and maintain tracking systems to capture and monitor action items to completion.

Gather, analyze, and interpret data to inform decision-making and drive action.

Manage multiple special assignments as directed.

Prepare, track, and reconcile expense reports, invoices, and corporate card transactions.

Maintain and update executive files and corporate records.

Answer and route telephone inquiries professionally and promptly.

Coordinate hospitality arrangements for internal and external meetings and events.

Manage complex, frequently changing calendars and schedules.

Arrange and confirm travel logistics and accommodations.

Collaborate with executives to plan and schedule events and meetings.

Monitor progress of initiatives and address shortfalls proactively.

Identify and escalate scheduling, budgetary, resource, and project-related conflicts as appropriate.

Draft, revise, and maintain procedures, work instructions, and flowcharts with revision control.

Enter data in support of business development and sales activities.

Coordinate and prepare meeting materials, including agendas, reports, presentations, and minutes.

Assist in preparation and review of proposal documents.

Coordinate facility and IT support needs with internal teams and external service providers.

Provide research support to the executive team as needed.

Support members of the Board of Directors and Senior Leadership Team as required.

Maintain company insurance policies, corporate filings, and ensure timely processing of payments.

Uphold and actively promote an ethics-based business culture in compliance with ESAero's Code of Ethics and related policies.

Perform other duties as assigned to ensure the efficient operation of the business.

Essential Qualifications

Bachelor's degree preferred.

Knowledge of corporate administration and program management desirable.

Minimum of 3 years' experience in program management, project management, or comparable administrative roles.

Demonstrated experience in administration required.

Excellent verbal and written communication skills.

Ability to communicate effectively and professionally with peers, customers, suppliers, and leadership.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe software; NetSuite experience preferred.

Strong organizational skills and attention to detail.

Ability to work independently, prioritize, and advance initiatives in a fast-paced environment with minimal supervision.

Experience working with cross-functional teams.

Preferred experience in the aerospace industry.

U.S. Citizenship required.

Necessary Skills, Knowledge, and Judgment

Excellent organizational and time-management skills.

Strong problem-solving and decision-making abilities.

Ability to review, interpret, and summarize complex and technical documents.

Familiarity with ISO9001/AS9100 standards.

Proficiency in a variety of software applications, with emphasis on Microsoft products.

Discipline in following established processes and systems.

Basic math skills.

High attention to detail.

Exceptional oral and written communication skills.

Proven ability to analyze and solve problems effectively.

Ability to interpret instructions furnished in written, oral, diagram, or schedule form.

Physical Demands/Work Environment

Ability to lift up to 30 lbs.

Work will be conducted in a combination of office, manufacturing, engineering lab, and test environments.

Comprehensive Benefits & Perks

Health & Wellness: Choose from three health, dental, and vision plans - including a 100% employer-paid option covering both employees and their families.

Paid Time Off: Enjoy 120 hours of PTO, 80 hours accrued plus an additional 40 hours of holiday break pay in addition to Christmas Eve, Christmas Day, and New Year's Day off.

Life Insurance: $25,000 employer-paid life insurance policy, with the option to purchase additional coverage for employees and their families.

Supplemental Coverage: Access optional benefits such as Critical Illness, Hospital Indemnity, Accident Insurance, and Critical Illness with Skin Cancer coverage.

Health Savings Account (HSA): Take advantage of a tax-advantaged HSA to manage medical expenses.

Retirement Savings: 401(k) with a company match to support your financial future.

Paid Holidays: Enjoy 9 paid holidays throughout the year.

Work Environment: A casual dress code, complimentary snacks, and a welcoming company culture.

Ideal Location: Work in an area that offers an outstanding quality of life - a perfect place to live, work, and play!

Company Overview

Empirical Systems Aerospace, Inc (ESAero) is a leader in aerospace engineering, product development, and manufacturing, dedicated to delivering high-quality, innovative, and cost-effective solutions to the industry. We specialize in cutting-edge system design, rapid product development, precision manufacturing, comprehensive testing, and technology demonstrations to support the evolving needs of the aerospace community. Committed to excellence, on-time delivery, and continuous growth, we invest in infrastructure to expand our manufacturing and aftermarket capabilities while maintaining the highest standards of engineering services.

At ESAero, we don't just build products, we engineer solutions that propel

the aerospace industry forward.

This position is fully on-site at ESAero in San Luis Obispo, CA

ESAero is an equal opportunity employer.

E-Verify participation required for employment.

Must present proof of authorization to work in the United States.???

Must be able to pass background check.?

Hiring Range: $70k-94k (DOE)

Empirical Systems Aerospace, Inc.

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