Job Requirements
Renton, WA
Secret Polygraph Unspecified
Career Level not specified
Salary not specified
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Job Description
PDS Defense, Inc. is seeking an Aviation/Aerospace Senior Office Administrator-Executive Assistant, in Renton, WA. Job ID#218954
Pay Rate: $37.00 to $49.00
Job Description:
Regular and predictable attendance is required
Work statement is a non-managerial role, non-leadership role.
The Executive Office Assistant provides high-level administrative and operational support to the Vice President of Global Sustainability Engagements and Partnerships and the broader team. This role is responsible for managing complex calendars, coordinating global travel and expenses, organizing senior executive, government, and customer visits, and enabling seamless cross-time-zone collaboration. The ideal candidate is highly organized, proactive, collaborative, discreet, and proficient with Microsoft Teams and Concur.
Position Responsibilities:
Manage complex, multi-time-zone calendars for the Vice President and select team members, including scheduling, prioritization, conflicts resolution, and routine calendar maintenance.
* Coordinate all aspects of domestic and international travel: itineraries, bookings, visas, ground transport, accommodations, meeting logistics, and pre-travel briefing materials.
* Prepare, submit, and reconcile travel expenses using `Concur` in accordance with corporate policy; follow up on outstanding reimbursements and audit requests.
* Plan and facilitate executive-level visits, including senior executive briefings, government delegations, and customer engagements:
* Venue selection and logistics
* Agenda development and distribution
* Coordination with security, facilities, and catering
* On-site support and point-of-contact during visits
* Serve as a primary organizer for internal and external meetings, workshops, and virtual events using `Microsoft Teams`:
* Schedule meetings across multiple time zones and regions
* Prepare materials, manage participant lists, and ensure proper meeting setup and recording as needed
* Draft, proofread, and format correspondence, presentations, briefings, and reports for executive review.
* Maintain confidential files, contact lists, and key documents; ensure secure handling and retention per policy.
* Act as a liaison between the VP's office and internal/external stakeholders, routing requests, escalating issues, and tracking follow-ups to resolution.
* Support team project logistics and administrative tasks, including expense and invoice coordination, purchase requests, and vendor communications.
* Track and manage deadlines, action items, and deliverables from meetings and executive engagements; proactively remind and escalate as needed.
* Contribute to process improvement of administrative workflows and tools to increase efficiency and consistency across the office.
Required Skills:
* 5+ years of executive support or senior administrative experience supporting C-level or VP-level leaders (or equivalent).
* Demonstrated experience coordinating senior executive, government, and customer visits and events.
* Proven ability to manage complex, multi-person calendars across multiple time zones.
* Experience with travel management and expense reporting systems, specifically `Concur`.
* Proficiency with `Microsoft Teams` and the Microsoft 365 suite (Outlook, Word, Excel, PowerPoint).
* Strong organizational skills with excellent attention to detail and accuracy.
* Exceptional written and verbal communication skills; professional demeanor for interfacing with senior leaders and external stakeholders.
* High level of discretion and experience handling sensitive and confidential information.
* Ability to prioritize competing demands, work independently, and exercise sound judgment in a fast-paced environment.
* Flexibility to work occasional early mornings, evenings, or weekend hours to accommodate global time zones and high-priority events.
* Authorization to work in the U.S. and ability to commute to Renton, WA as required.
Preferred Skills:
* Prior experience supporting a sustainability, government relations, corporate affairs, or partnerships function.
* Experience coordinating logistics for international delegations and familiarity with visa and protocol processes.
* Familiarity with corporate procurement, invoicing, and vendor management processes.
* Basic project management skills and experience with workflow or ticketing tools (e.g., ServiceNow, SharePoint, Asana).
* Bachelor's degree or equivalent combination of education and relevant experience.
* Professional certification(s) in administrative support or office management (preferred but not required).
Benefits offered to vary by the contract. Depending on your temporary assignment, benefits may include direct deposit, free career counseling services, 401(k), select paid holidays, short-term disability insurance, skills training, employee referral bonus, affordable medical coverage plan, and DailyPay (in some locations). For a full description of benefits available to you, be sure to talk with your recruiter.
Military connected talent encouraged to apply.
VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled
To read our Candidate Privacy Information Statement, which explains how we will use your information, please visit http://www.tadpgs.com/candidate-privacy/ or https://pdsdefense.com/candidate-privacy/
The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
Pay Rate: $37.00 to $49.00
Job Description:
Regular and predictable attendance is required
Work statement is a non-managerial role, non-leadership role.
The Executive Office Assistant provides high-level administrative and operational support to the Vice President of Global Sustainability Engagements and Partnerships and the broader team. This role is responsible for managing complex calendars, coordinating global travel and expenses, organizing senior executive, government, and customer visits, and enabling seamless cross-time-zone collaboration. The ideal candidate is highly organized, proactive, collaborative, discreet, and proficient with Microsoft Teams and Concur.
Position Responsibilities:
Manage complex, multi-time-zone calendars for the Vice President and select team members, including scheduling, prioritization, conflicts resolution, and routine calendar maintenance.
* Coordinate all aspects of domestic and international travel: itineraries, bookings, visas, ground transport, accommodations, meeting logistics, and pre-travel briefing materials.
* Prepare, submit, and reconcile travel expenses using `Concur` in accordance with corporate policy; follow up on outstanding reimbursements and audit requests.
* Plan and facilitate executive-level visits, including senior executive briefings, government delegations, and customer engagements:
* Venue selection and logistics
* Agenda development and distribution
* Coordination with security, facilities, and catering
* On-site support and point-of-contact during visits
* Serve as a primary organizer for internal and external meetings, workshops, and virtual events using `Microsoft Teams`:
* Schedule meetings across multiple time zones and regions
* Prepare materials, manage participant lists, and ensure proper meeting setup and recording as needed
* Draft, proofread, and format correspondence, presentations, briefings, and reports for executive review.
* Maintain confidential files, contact lists, and key documents; ensure secure handling and retention per policy.
* Act as a liaison between the VP's office and internal/external stakeholders, routing requests, escalating issues, and tracking follow-ups to resolution.
* Support team project logistics and administrative tasks, including expense and invoice coordination, purchase requests, and vendor communications.
* Track and manage deadlines, action items, and deliverables from meetings and executive engagements; proactively remind and escalate as needed.
* Contribute to process improvement of administrative workflows and tools to increase efficiency and consistency across the office.
Required Skills:
* 5+ years of executive support or senior administrative experience supporting C-level or VP-level leaders (or equivalent).
* Demonstrated experience coordinating senior executive, government, and customer visits and events.
* Proven ability to manage complex, multi-person calendars across multiple time zones.
* Experience with travel management and expense reporting systems, specifically `Concur`.
* Proficiency with `Microsoft Teams` and the Microsoft 365 suite (Outlook, Word, Excel, PowerPoint).
* Strong organizational skills with excellent attention to detail and accuracy.
* Exceptional written and verbal communication skills; professional demeanor for interfacing with senior leaders and external stakeholders.
* High level of discretion and experience handling sensitive and confidential information.
* Ability to prioritize competing demands, work independently, and exercise sound judgment in a fast-paced environment.
* Flexibility to work occasional early mornings, evenings, or weekend hours to accommodate global time zones and high-priority events.
* Authorization to work in the U.S. and ability to commute to Renton, WA as required.
Preferred Skills:
* Prior experience supporting a sustainability, government relations, corporate affairs, or partnerships function.
* Experience coordinating logistics for international delegations and familiarity with visa and protocol processes.
* Familiarity with corporate procurement, invoicing, and vendor management processes.
* Basic project management skills and experience with workflow or ticketing tools (e.g., ServiceNow, SharePoint, Asana).
* Bachelor's degree or equivalent combination of education and relevant experience.
* Professional certification(s) in administrative support or office management (preferred but not required).
Benefits offered to vary by the contract. Depending on your temporary assignment, benefits may include direct deposit, free career counseling services, 401(k), select paid holidays, short-term disability insurance, skills training, employee referral bonus, affordable medical coverage plan, and DailyPay (in some locations). For a full description of benefits available to you, be sure to talk with your recruiter.
Military connected talent encouraged to apply.
VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled
To read our Candidate Privacy Information Statement, which explains how we will use your information, please visit http://www.tadpgs.com/candidate-privacy/ or https://pdsdefense.com/candidate-privacy/
The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
- The California Fair Chance Act
- Los Angeles City Fair Chance Ordinance
- Los Angeles County Fair Chance Ordinance for Employers
- San Francisco Fair Chance Ordinance
group id: 9117PDSD