Executive Administrative Assistant

Job Summary

VSI Aerial is looking for a friendly, highly organized Executive Administrative Assistant to help keep our fast-moving drone business running smoothly. In this role, you’ll support our leadership team and make sure day-to-day operations stay on track. From scheduling and project support to customer communication and office coordination, you’ll play a big part in keeping things running behind the scenes. If you enjoy variety, like staying organized, and want to be part of a growing drone-tech company, this could be a great fit.

What You’ll Do

• Keep executive calendars organized in Microsoft Outlook, making sure meetings, site visits, and project check-ins run smoothly.
• Help plan and coordinate company meetings, events, conferences, and on-site client visits.
• Handle incoming calls with a professional, upbeat tone—often acting as the first point of contact for clients and partners.
• Proofread, format, and prepare documents, reports, emails, and presentations.
• Maintain both digital and physical filing systems to keep important documents—like certifications, client project files, and contracts—easy to access.
• Help with basic bookkeeping in QuickBooks, including data entry and keeping financial records tidy.
• Support project workflows by tracking deadlines, taking meeting notes, creating agendas, and following up on action items.
• Assist with day-to-day office tasks like ordering supplies, managing equipment, and keeping the front desk area organized and welcoming.
• Use Microsoft Office, Google Workspace, and other basic tools to support administrative tasks.
• Handle sensitive information with professionalism and discretion.
• Make travel arrangements and help with occasional personal-assistant tasks to keep executives’ schedules balanced.
• Support customer service efforts by responding to emails and phone inquiries in a friendly, helpful manner.
• Use DocuSign and similar tools to manage signatures and document approvals.

What We’re Looking For

• Experience supporting executives or senior leadership, ideally in a fast-paced or growing company.
• Strong organizational skills and the ability to juggle multiple tasks without losing your cool.
• Excellent communication skills—professional but warm, whether you're writing an email or greeting a visitor.
• Comfortable using Microsoft Office, Google Workspace, Outlook Calendar, and similar tools.
• Experience with QuickBooks is a big plus.
• Trustworthy and able to handle sensitive information with care.
• Good at planning and coordinating events or meetings.
• Strong project-coordination skills, from tracking tasks to taking meeting minutes.
• Familiar with multi-line phone systems and confident on the phone.
• Detail-oriented with great typing and proofreading skills.
• Comfortable managing office operations, supporting the front desk, and pitching in wherever needed.
• Adaptable, positive, and proactive—you’re the type who sees what needs to be done and jumps in.

Why Join VSI Aerial?

VSI Aerial is a drone-focused company built on real aviation and technical experience. We work on everything from real estate to film production to inspections and exterior-cleaning projects—so every day looks a little different. Our team is passionate, hands-on, and always pushing our capabilities forward. If you want to support leadership while being part of a high-energy, growing drone company, we’d love to meet you.

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Springfield, VA 22153

Salary : $50,000 - $70,000