Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative support to FlightWave Aerospace’s executive leadership team, ensuring efficient operations and professional communications. This role is responsible for managing complex calendars, coordinating meetings and travel, preparing executive correspondence and presentations, and serving as a trusted liaison internally and externally. The ideal candidate is proactive, detail-oriented, and capable of managing sensitive information with discretion in a fast-paced aerospace startup environment.

Essential Duties and Responsibilities

• Manage and coordinate calendars, appointments, meetings, and travel for executive leaders.
• Prepare internal and external communications, including emails, memos, reports, and presentations.
• Organize and prioritize incoming information and requests, ensuring timely responses or delegations.
• Facilitate executive meetings, including agenda creation, note-taking, and follow-up tracking.
• Coordinate logistics for board meetings, investor visits, and key customer engagements.
• Maintain and organize files, records, and confidential documents.
• Assist with expense reporting, procurement of supplies, and coordination with vendors.
• Support office events, company-wide communications, and executive-level project coordination.
• Act as a professional representative of FlightWave leadership in communications and interactions with internal teams, partners, and stakeholders.

Required Qualifications 

Education

• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field preferred.

Experience

• Minimum 3 years of experience supporting senior executives or C-level leadership in a fast-paced environment.
• Experience in a startup, high-tech, aerospace, or defense environment is a strong plus.

Skills

• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• High degree of professionalism and discretion in handling sensitive and confidential information.
• Proficiency in Microsoft Office Suite, Google Workspace, and online scheduling tools.
• Comfortable interfacing with internal executives, clients, and external partner.

Additional Desired Qualifications 

• Familiarity with executive scheduling software and expense submittal software.
• Experience supporting finance, HR, or legal administrative needs.
• Ability to work independently, anticipate needs, and take initiative.
• Understanding of ITAR/EAR sensitivity and secure document handling is a bonus

Physical Requirements and Working Conditions 

• Ability to sit or stand at a desk and work on a computer for extended periods.
• Occasionally may be required to lift up to 15 lbs or support event setup.