Executive Operations Administrator

Role and Responsibilities

SUMMARY

The Executive Operations Administrator provides the overall support and infrastructure essential to the Defense and Security Executive staff located at the headquarters facility in Chantilly, VA.   Coordinates and manages facility, security, logistics, and vendors. 

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Executive Operations:

• With the primary responsibility of supporting the D&S executive team: Increase bandwidth for the team by anticipating needs and taking ownership of planning, executing activities, providing support as required to ensure that company goals and objectives are accomplished, and operations run efficiently

• Tactfully negotiate complex dynamics with sensitivity and discretion while effectively managing intricate projects and partnerships

• Manage logistics to ensure the senior executives’ priorities are met to include overseeing calendar organization, executive meeting minutes, labor reporting, travel arrangements and expense management

• Maintain confidentiality along with excellent judgment and discretion at all times

• Prepare briefing documents and presentations as required

• Plan and coordinate special events and customer engagements

• Anticipate needs and be proactive with solutions

Facility Management:

• Manage layout of office space and allocate appropriate space in accordance with needs and company standards

• Liaise directly with the office management vendors to maintain the functionality and standards of the office space

• Ensure a safe and secure work environment is established and maintained

• Manage office conditions ensuring the team has everything they need to do their best work in the best environment

• Manage procurement of office supplies, snacks, and other needed material, keeping the office organized and functioning smoothly

• Partner with finance to process monthly invoices/reconciliation reports for all office purchases

• Handle incoming / outcoming mail, important documents that need shipping 

Qualifications, Education, and Skills Requirements

• Bachelor's degree in related discipline or equivalent combination of education and work experience is required

• Minimum 6 years of previous experience supporting an executive level leader and/or team

• Excellent computer skills including proficiency in the use of Microsoft Word, PowerPoint, Excel, and Outlook

• Strong communication skills (oral and written), customer service and interpersonal skills

• Must be well organized, self-motivated, be able to prioritize tasking, and perform in a multi-tasked and dynamic team environment

• Must have a “strive for excellence” attitude with a high EQ and executive presence, and a natural ability to build and maintain relationships across all levels and functions in the organization

• Must possess excellent judgment and business savvy

• Ability to view the bigger picture to help anticipate needs and identify priorities ensuring that details don’t slip through the cracks

Security Responsibilities

Must comply with all company security and data protection / usage policies and procedures.  Personally responsible for proper marking and handling of all information and materials, in any form. Shall not divulge any information, or afford access, to other employees not having a need-to-know. Shall not divulge information outside company without management approval.  All government and proprietary information will be accessed and stored electronically on company provided resources.

• Ability to obtain and maintain a DoD Top Secret clearance

Work Environment

• Office environment

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Domestic travel as required

• Must be willing to work overtime and weekends occasionally

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

CAE USA Inc. is an EOE/AA employer and gives consideration for employment to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you’d like more information about your EEO rights as an applicant under the law, please click here EEO is the Law poster.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Position Type

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

Equal Employment Opportunity

At CAE, everyone is welcome to contribute to our success. With no exception.

As captured in our overarching value "One CAE", we’re proud to work as one passionate, boundaryless and inclusive team.

At CAE, all employees are welcome regardless of race, nationality, colour, religion, sex, gender identity or expression, sexual orientation, disability, neurodiversity or age.

The masculine form may be used in this job description solely for ease of reading, but refers to men, women and the gender diverse.

Salary : $56,600 - $71,600