Job Title: Executive Assistant

Performs administrative duties for executive management. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, training and supervising other support staff, and customer relations. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Responsibilities

• Summarizing meeting minutes for follow-up with executive leadership.
• Keeping track of and preparing sales force itinerary for inclusion in weekly staff management minutes.
• Preparation and distribution of metrics, marketing, and sales reports.
• Providing assistance to sales team with preparation and distribution of product information/literature/samples to our customers as requested.
• Proof-reading proposals and creating writing outlines.
• Communicating with team mates on various projects.
• This position will also be responsible for coordination of trade shows and other sales conferences.
• Work in conjunction with the organization on soliciting information for trade shows to review for next annual calendar.
• Prepare annual recap of all tradeshows – including budget/expenses, lead count, and feedback for continuous improvement.
• Collaborate with the sales & marketing teams on exhibit layout, design, pre & post show campaigns.
• Manage calendar and briefs.
• Coordinate logistics by securing booth location, executing contract, achieving deadlines (on-time payments, taking full advantage of discount periods);
• Registration (corporate and attendees); program guide listings; furniture, carpet, utility orders; shipments (booth, literature office kit, etc.)
• Travel arrangements and accommodations for our sales team to attend its trade shows
• Preparation and completion of Action Plans.
• Attending and facilitating onsite set-up and tear down.
• Scheduling pre-show and follow-up summaries.
• Manage corporate office material inventories.
• Other responsibilities of this position include: Event planning and coordination of sales meetings and trainings held at corporate office.

Educational Requirements:

• High School Diploma (at minimum) with at least 2-4 years of comparable experience.
• Ability to prioritize and organize work.
• Able to function in a dynamic, high-visibility atmosphere.
• Able to work with a mixed workforce of government and contractor personnel.
• Self-motivated, with demonstrable initiative and ability to provide moderately complex clerical, secretarial and administrative support.
• Familiarity with typical software packages for word processing, spreadsheets, databases, graphics and desktop publishing applications.
• Good oral and written communications skills equivalent to those obtained in high school or commensurate experience.
• Must have reliable transportation
• Travel 10% – 20% of time
• An A.S. or B.S. in a science related field – preferably human resources, business, or similar field.
• Able to interact with high-level officials in a professional and exceptional manner.
• Technical writing experience.
• Familiarity with DoD security rules and regulations.
• Prior experience supporting government contracts.
• Working knowledge of departmental and company policies, procedures and practices.
• Undergraduate degree in Business or related field preferred- but can be substituted with a combination of five to seven years of proven work experience.
• Possess and maintain a U.S. Government Security Clearance at TS/SCI level.
• Ability to complete the Facility Security Officer (FSO) training.
• Familiarity with clearance certification and clearance systems (i.e. JPAS, EQIP, etc.)
• Requires effective oral and written communication skills, excellent interpersonal skills, and computer literacy.
• Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Prioritizes and plans work activities, uses time effectively and develops realistic action plans.
  Maintains confidentiality.
• Working knowledge of MS Office Products.
• Demonstrates accuracy and thoroughness and monitors own work to ensure quality.

Disclaimer:

ProAero is an Equal Employment Opportunity/ Affirmative Action/ Disability/ Protected Veteran Employer. Qualified applicants are evaluated without regard to race, color, religion, sex, national origin, sexual orientation, political affiliation or belief, age, gender identity, disability, status as a protected veteran, or any other protected characteristic.