Executive Assistant (Temp)

JOB TITLE: Executive Assistant

DEPARTMENT: Front Office

STATUS: Temporary Employment (6 months)

REPORTING TO: PiAC Executive Team

SUMMARY: The Piasecki Aircraft Corporation (PiAC) Executive Assistant & Operations Coordinator provides comprehensive administrative support to the CEO and COO while serving as the primary point of contact for daily office operations. This role is responsible for managing executive schedules and travel, facilitating internal and external communications, and maintaining the efficiency of the PiAC office and Heliplex facility. The ideal candidate is an organized, proactive problem-solver capable of balancing high-level executive support with hands-on office management.

RESPONSIBILITIES: 

Executive Administrative Support:

•  Manage and prioritize the CEO and COO’s calendars, including scheduling meetings, troubleshooting conflicts, and coordinating logistics for internal and external engagements.
• Plan and secure all necessary arrangements for domestic and international travel, including itineraries, reservations, and expense reporting.
• Prepare and edit correspondence, presentations, and meeting materials on behalf of leadership, ensuring accuracy and confidentiality.
• Coordinate staff meetings, including compiling briefing materials and documenting meeting minutes and follow-up actions.
• Act as a liaison between staff, leadership, and external stakeholders to ensure timely communication and project coordination.
• Other duties as assigned.

 Office Operations & Facilities Management:

•  Serve as the primary receptionist for the facility, welcoming guests, managing visitor logs, and handling incoming/outgoing mail and deliveries.
• Maintain office efficiency by managing inventory, ordering office supplies, and ensuring breakrooms and kitchens are stocked and organized.
• Coordinate employee morale events, including luncheons, holiday parties, and client meetings.
• Support the management of the Heliplex facility by serving as a point of contact for tenants, coordinating space walk-throughs, and assisting with tenant communication.
• Liaise with vendors regarding facility maintenance, cleaning, and security personnel logistics to ensure a safe and professional work environment.
• Support the Finance and Procurement teams by organizing vendor invoices and assisting with purchase requisitions as needed.
• Other duties as assigned.

 KNOWLEDGE / SKILLS / ABILITIES:

• Strong planning skills with the ability to prioritize multiple tasks in a fast-paced environment with minimal supervision.
• Professional verbal and written communication skills, with the ability to interact effectively with all levels of the organization and external partners.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new internal systems.
• Proven ability to handle sensitive information with confidentiality and exercise sound judgment.
• Willingness to handle a wide variety of tasks, from high-level scheduling to hands-on office organization.

EDUCATION / CERTIFICATIONS / CLEARANCES:

• Bachelor’s degree in Business Administration or a related field (or equivalent professional experience).
• 3 years of experience in an administrative, office management, or executive support role.
• Experience coordinating travel and managing complex calendars is required.