Job Description

Job Title:              Executive Administrator

Department:        ESAero Headquarters, San Luis Obispo, CA

Essential Duties and Responsibilities

The Executive Administrator coordinates and administers the activities of a busy executive team, including organizational leadership, business units, projects, and programs. The Executive Administrator will be responsible for tracking and assisting to complete all aspects of executive activities. This highly energetic Administrator will need to work effectively with all functional and project teams including Engineering, Operations, Quality, Contracts, Finance, etc. After transitioning into the role, the expectation is the Executive Administrator will anticipate needs, completing portions of tasks to reduce the administrative burden on the executive team.  This role must be able to work with minimal instruction or supervision. Many ongoing projects require assembling and maintaining a variety of information including, but not limited to: action items lists, statistical data, schedules, resource management, financial information, and documentation. Other duties include:

• Conduct a broad variety of administration duties associated with organizational leadership.
• Implement a comprehensive tracking tool to insure capture and completion of action items.
• Expert ability to collect and analyze data and translate to action.
• Multiple special assignments as requested
• Prepare Expense Reports
• Maintain and update executive files
• Answer telephones
• Hospitality for internal and external visits, meetings, and periods of intense efforts.
• Monitor multiple, often conflicting, schedules.  
• Work with individual executives to schedule events and meetings.
• Apply logic and information to track and update special projects and highlight gaps in execution.
• Monitor progress and address shortfalls before they adversely affect performance of tasks.
• Identify with sensitivity and escalate as necessary conflicts in schedule, budget, resources, technical achievements, personnel and a host of other potential issues.
• Write and maintain procedures, work instructions and flow charts with revision control.
• Data entry in support of business development and sales activity.
• Expertise in travel arrangements, confirmations, and logistics
• Due to Federal Government Contracts, US Citizenship is required
• Responsible for complying with and actively promoting an ethics-based business culture in the organization, ensuring that all peers are aware of, and fully comply with, ESAero’s “Code of Ethics,” and related policies.
• Maintain company insurance policy and corporate filing documentation and insure timely processing of payments.
• Assist in preparation and review of proposal documents.
• Maintain office supplies and order as needed.
• Coordinate necessary facility and IT support with internal and contracted service providers.
• Provide research assistance to executive team as required.
• Support of other members of the Board of Directors and Senior Leadership Teams as required.
• Special assignments as requested.
• Other duties required to efficiently run the business.

Essential Qualifications

• Demonstrated experience in administration required.
• Excellent writing skills
• Must be able to communicate effectively and sensitively with peers, customers suppliers, and leadership.
• Excellent computer skills including proficiency in MS Office Word, Excel and Adobe Software.
• Must be able to independently work to advance initiatives under rapidly changing conditions with minimum supervision.
• Expertise working with cross-functional teams.
• Prefer experience in aerospace
• US Citizenship is required

Education or Equivalent:

(The education or equivalent level described here is the degree to which a position requires specific skills which are traditionally gained through formal education, but which may have also been gained through experience.)

• BA/BS degree desired. Knowledge of corporate administration and program management desired.

Experience:

(The experience level described here is the degree to which a position requires work experience to integrate the breadth of their knowledge, skills and judgment into the performance of their work.)

• A minimum of 3 years’ experience in any combination of the following areas: program   management, project management, or equivalent administrative roles.

Necessary Skills, Knowledge & Judgment:

(The necessary skills, knowledge & judgment described here is the knowledge an employee must possess to perform their work at an acceptable level, plus the skills and judgment needed to apply the knowledge to achieve effective results.)

• Must possess excellent organizational skills
• Must possess problem solving and decision-making skills.
• Requires excellent verbal and written communication skills.
• Basic math skills
• Detail oriented
• Excellent computer skills is a must, including a variety of software applications, especially Microsoft Products
• Disciplined execution of processes and systems
• Familiar with ISO9001/AS9100
• Ability to review and summarize complex and highly technical documents
• Authorized to work in the USA

Language Skills:

Must have excellent oral and written communication skills. 

Reasoning Ability:

Proven ability to analyze and solve problems.  Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Physical Demands:

(The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.)

Should be able to lift to 30 lbs.

Work Environment:

(The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of  the job.)

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