OverviewWe are seeking a highly capable, professional, and trusted Executive Assistant to support the Executive Leadership Teram (ELT). This role is responsible for helping maximize executive effectiveness by managing calendars, priorities, communications, meetings, travel, expenses, logistics, records, and executive support processes with accuracy, discretion, and sound judgment.
The Executive Assistant will serve as a key coordination point for executive leadership, internal stakeholders, external partners, customers, and community relationships. The ideal candidate will be organized, proactive, dependable, detail-oriented, and able to operate with professionalism in a fast-paced environment where priorities can shift quickly.
This position requires someone who understands that executive support is not simply administrative task completion. It is the disciplined coordination of time, information, relationships, and follow-through so executive leaders can focus on the highest-value work of the company.
Key Success Factors
- Trusted, proactive, organized, discreet, and dependable support to the President/CEO and COO.
- High-quality, timely, accurate, and professional executive support.
- Ability to anticipate needs, reduce administrative burden, improve coordination, and strengthen the operating rhythm of the executive office.
- Consistent follow-through on commitments, action items, logistics, and communication needs.
Work Environment
This is primarily an in-office position due to the nature of executive support, stakeholder coordination, confidential information flow, meeting support, visitor engagement, and the need to remain closely connected to the daily operating rhythm of the executive office. Occasional work from home may be considered when the schedule, priorities, and business needs allow, but regular on-site presence is expected. The role may require flexibility to support changing schedules, time-sensitive priorities, customer engagements, community events, and executive commitments.
Requirements
- Demonstrated experience providing administrative or executive-level support in a professional environment.
- Strong calendar management, scheduling, travel planning, meeting coordination, and expense management skills.
- Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external stakeholders.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities, deadlines, and logistics at the same time.
- High degree of discretion, integrity, and judgment when handling confidential or sensitive information.
- Ability to work independently, anticipate needs, follow through on commitments, and adapt quickly when priorities change.
- Proficiency with Microsoft Office tools, including Outlook, Word, PowerPoint, Excel, and Teams, with the ability to learn additional company systems and tools.
- Professional presence, customer-service mindset, and ability to represent executive leadership and SimVentions well.
Responsibilities
Executive Effectiveness and Calendar Management
- Manage and prioritize the calendars of the President/CEO and COO, including meetings, appointments, travel, preparation time, follow-up time, and recurring executive operating rhythms.
- Anticipate scheduling conflicts, identify priorities, protect executive focus time, and help ensure leaders are prepared for key meetings and commitments.
- Coordinate travel arrangements, itineraries, expenses, logistics, meeting materials, and related administrative details with a high degree of accuracy and timeliness.
- Maintain awareness of executive priorities and business rhythms to support effective sequencing of meetings, decisions, communications, and follow-up actions.
Operational and Administrative Support
- Master SimVentions systems, tools, templates, processes, and administrative workflows in order to provide reliable and consistent executive support.
- Maintain accurate records, files, contact lists, meeting materials, event information, travel documentation, expense records, and other executive office information.
- Coordinate administrative processes in a timely and compliant manner, including purchasing, expenses, approvals, meeting logistics, visitor support, and other internal requirements.
- Partner effectively with Human Resources, Finance, Contracts, Operations, Communications, Facilities, Security, and other teams to support executive needs and company processes.
Discretion, Judgment, and Stakeholder Coordination
- Handle confidential and sensitive information with integrity, discretion, and professionalism.
- Serve as a trusted coordination point for executive leadership, employee-owners, customers, partners, Board members, community stakeholders, and other external contacts as appropriate.
- Exercise sound judgment in prioritizing requests, escalating issues, communicating on behalf of executives, and representing the executive office.
- Build strong working relationships across the company while maintaining professionalism, confidentiality, and enterprise awareness.
Process Improvement and Scalability
- Identify opportunities to improve executive support processes, administrative workflows, meeting rhythms, templates, communication coordination, travel planning, records management, and follow-up systems.
- Help create consistency and scalability across executive leadership support by documenting repeatable processes and improving handoffs, tools, and coordination methods.
- Bring a continuous improvement mindset to the role by looking for ways to reduce friction, improve clarity, increase efficiency, and strengthen execution across the executive office.
Preferred Skills and Experience
- Experience supporting C-suite executives, senior leaders, or executive leadership teams.
- Experience supporting corporate events, leadership meetings, Board-related activities, employee communications, or company-wide communications.
- Experience in a government contracting, defense, engineering, technology, ESOP, or employee-owned company environment.
- Familiarity with records management, compliance-sensitive administrative processes, executive correspondence, and cross-functional coordination.
Compensation
Compensation at SimVentions is determined by a number of factors, including, but not limited to, the candidate’s experience, education, training, security clearance, work location, skills, knowledge, and competencies, as well as alignment with our corporate compensation plan and contract specific requirements.
The projected annual compensation range for this position is $65,000.00 - $99,500.00(USD). This estimate reflects the standard salary range for this position and is just one component of the total compensation package that SimVentions offers.
Benefits
At SimVentions, we’re committed to supporting the total well-being of our employees and their families. Our benefit offerings include comprehensive health and welfare plans to serve a variety of needs.
We offer:
- Medical, dental, vision, and prescription drug coverage
- Employee Stock Ownership Plan (ESOP)
- Competitive 401(k) programs
- Retirement and Financial Counselors
- Health Savings and Health Reimbursement Accounts
- Flexible Spending Accounts
- Life insurance, short- & long-term disability
- Continuing Education Assistance
- Paid Time Off, Paid Holidays, Paid Leave (e.g., Maternity, Paternity, Jury Duty, Bereavement, Military)
- Third Party Employee Assistance Program that offers emotional and lifestyle well-being services, to include free counseling
- Supplemental Benefit Program
FTAC
