What are the responsibilities and job description for the Executive Assistant position at Robinson Aviation?
Position Summary:
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the executive leadership teams of Robinson Aviation, (RVA) Inc., and MedTrust. This position is responsible for coordinating executive schedules, corporate meetings, travel, conferences, office operations, and various administrative functions that support efficient day-to-day business operations. The ideal candidate will possess exceptional organizational skills, exercise sound judgment when handling confidential information, and demonstrate the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
- Organize and maintain executive calendars, schedule meetings, appointments, and coordinate executive priorities.
- Prepare, update, and distribute meeting agendas and meeting minutes for leadership meetings, risk management meetings, weekly operational meetings, and other corporate meetings for RVA and MedTrust.
- Prepare startup materials for newly awarded contracts and distribute materials to appropriate personnel.
- Assist executive leadership with preparation and submission of expense reports.
- Prepare and submit Freedom of Information Act (FOIA) requests on behalf of RVA and MedTrust.
- Coordinate conference registrations, booth selections, hotel accommodations, airfare, shipping of booth displays, and conference materials for all conferences attended by RVA and MedTrust.
- Coordinate hotel reservations and travel arrangements for executive leadership.
- Manage corporate facility accounts, including telephone and internet services, for RVA and MedTrust.
- Prepare, edit, and maintain Board of Directors meeting presentations and slide decks.
- Assist with maintaining and updating the company store.
- Coordinate distribution of employee birthday cards.
- Organize and manage annual holiday gift distribution for field employees.
- Order business cards for employees as requested.
- Coordinate the return of company-issued equipment, system access, usernames, and passwords for departing employees in collaboration with managers and IT.
- Manage security access for corporate office staff and maintain an accurate listing of authorized entrants.
- Answer incoming corporate telephone calls for RVA and provide backup telephone coverage for MedTrust.
- Retrieve, sort, and distribute daily corporate mail for RVA and MedTrust.
- Assist with planning, coordinating, and supporting company training conferences, leadership meetings, and other corporate events. Occasional travel may be required.
- Coordinate corporate office facility needs, including IT support, telephone and internet services, plumbing, HVAC, and other maintenance requirements.
- Organize, distribute, monitor inventory, and reorder office supplies for the corporate office.
Qualifications:
- Associate’s or Bachelor’s degree in Business Administration, Office Administration, or a related field preferred.
- Minimum of three (3) years of progressively responsible administrative or executive support experience.
- Experience supporting executive leadership in a fast-paced corporate environment.
- Excellent organizational and time management skills with the ability to prioritize multiple assignments.
- Strong written and verbal communication skills.
- Demonstrated ability to maintain confidentiality and exercise sound judgment.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Microsoft Teams.
- Strong attention to detail and commitment to accuracy.
- Ability to work independently while effectively collaborating with multiple departments.
Preferred Qualifications:
- Experience coordinating corporate meetings, conferences, and executive travel.
- Experience supporting multiple executives and business entities.
- Experience preparing executive presentations and board meeting materials.
- Familiarity with government contracting, healthcare, or professional services environments.
- Experience with vendor coordination and office facility management.
Physical Requirements and Work Environment:
While performing the duties of this job, the employee will regularly be required to sit for extended periods of time, operate a computer and other standard office equipment, communicate effectively in person and by telephone, retrieve and file documents, and occasionally lift and/or move office supplies, conference materials, or equipment weighing up to 30 pounds. Occasional travel may be required to support conferences, meetings, and corporate events.
What You’ll Like About Us
Health Benefits. Medical, Dental, Vision programs, plus much more.
Rest and Relaxation. Paid vacation and paid holidays.
Prepare for the Future. 401(k)
Training and Development. We see our development programs and helping our employees meet their goals, as a key part of our business.
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are committed to fostering a diverse and inclusive workplace that reflects the communities we serve.