Executive Office Manager

Executive Office Manager

LOCATION: Huntsville, AL

JOB STATUS: Full-time

CLEARANCE: N/A

TRAVEL: None

Astrion has an exciting opportunity for an Executive Office Manager located at the Corporate Headquarters office in Huntsville, AL. Astrion is a leading provider of advanced engineering, technology, a mission support services to U.S. government agencies, particularly within the defense, space, and federal sectors. Our EOM position provides high level operational and strategic support to executive leadership. The role helps coordinate corporate initiatives, manage executive communications, align cross functional teams and ensure priorities across departments support Astrion mission of delivering impactful mission-critical solutions to government partners.

REQUIRED QUALIFICATIONS / SKILLS

• Demonstrate experience managing executive calendars, coordinating high-level meetings, preparing executive briefings, and handling confidential communications
• Ability to manage multiple priorities, coordinate cross department initiatives and maintain efficient executive office operations.
• Excellent written and verbal communication skills with the ability to interact professionally with senior leadership and government partners.
• Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity
• Advanced proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams.
• Experience coordinating corporate events, calendar scheduling and making progressions with self-independent decisions.
• Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence.
• Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once

PREFERRED QUALIFICATIONS / SKILLS

• Demonstrated proficiency with management of tactical and strategic communications, marketing, and development of work products
• Project Management knowledge is a prerequisite for this role
• Exceptional customer relationship management highly desirable

RESPONSIBILITIES

• Provide direct administrative and operational support to executive leadership, ensuring efficient daily operations of the executive office.
• Perform a variety of secretarial duties which may be complex or confidential. This includes arranging travel, creating itineraries, managing advances, processing expense reports and submitting check requests.
• Coordinate administrative and logistical details associated with the executives' daily operations, ensuring their schedule and tasks run smoothly.
• Manage complex executive calendars, schedule high level meetings and coordinate leadership priorities across departments including their travel arrangements and expenses.
• Assist in tracking strategic priorities, action items, and deliverables for senior leadership.
• Coordinate meetings logistics and follow-up actions for SLT meetings.
• Serve as a central point of contact and communication between executives, and internal departments.
• Prepare administrative functions to ensure smooth operation workflow.
• Implement processes that improve organizational efficiency and executive support.
• Support planning and corporate meetings
• Provide guidance and coordination to administrative EOM staff and office personnel as needed
• Interfaces with Government customers, Labor representatives, and other agency representatives.
• Participates in projects from the planning stage, in aiding assistance on organizes, and formats content for clarity, flow, and integrity.
• Prepare various spreadsheet reports to assist in data analysis for the executive, often requiring attention to detail and accuracy.
• Anticipate the executive's needs and proactively manage their schedule, travel, and commitments. Stay ahead of deadlines and potential issues
• Maintain open and clear communication with the executive, understanding their preferences and priorities. Be an effective liaison between the executive and other staff members.
• Handle all sensitive information with the utmost discretion and maintain strict confidentiality
• Master time management techniques to prioritize tasks effectively, especially when managing multiple responsibilities and urgent requests.
• Be proficient in various software and tools used for scheduling, document creation, data analysis, and communication.
• Develop strong problem-solving skills to address unexpected challenges and find efficient solutions.
• Continuously seek opportunities for professional development to enhance your skills and stay updated with best practices in executive administration.