Executive Assistant and Office Manager ARCTOS | Tampa, Florida 33601 Unspecified Secret Unspecified Business - Support Business - Support The Executive Assistant and Office Manager provides administrative support to the CEO and senior leadership of the Company and manages the Tampa office visitors, meetings, logistics and supplies.
COMPANY OVERVIEW
ARCTOS, LLC ("ARCTOS" or "Company") is a rapidly growing integrator and solutions provider to defense, space, and intelligence customers worldwide. Organized into two operating business units, ARCTOS' core competencies include:
Technology Solutions Business Unit
• Research and Development, Science and Technology Program Formulation and Execution
• Systems Engineering and Integration
• Modeling and Mission Analysis with Software Engineering Tool Development for space launch and re-entry operations
• Risk Management & Hazard Analysis
Mission Solutions Business Unit
• Maintenance, Repair, and Overhaul
• Logistics and Sustainment Services
• Training and Mentoring
• International Partner Nation Support
With 450+ employees supporting dozens of customers across 25 locations in the United States and OCONUS, ARCTOS offers significant growth prospects to the right candidate in a dynamic environment of challenge and opportunity.
REQUIREMENT AND KEY ATTRIBUTES
The Executive Assistant and Office Manager (called "EA" throughout) provides administrative support to the CEO and senior leadership of the Company and manages the Tampa office visitors, meetings, logistics and supplies. The ideal candidate is self-motivated, professional, hard-working, and an efficient manager of time and will bring the following attributes to the role:
• Models personal excellence, integrity and accountability
• Delivers results
• Exemplary team player
• Low ego and low drama
• Demonstrated initiative, drive, and resilience
• Works efficiently under pressure and to tight deadlines
• Superb attention to detail
• Excellent writer
• Professionally represents the Company at all times
PRIMARY RESPONSIBILITIES
Administrative Support to Executive Leadership Team : Primary support to the four (4) Executive leaders based in the Tampa office, and may also include Tampa based Directors in certain areas, as assigned.
• Manage, schedule, arrange and organize leadership calendars
• Manage and keep current the Corporate long-range calendar
• Combine, organize and publish briefings, charts and other communications
• Book travel
• Complete expense reports
• Providing writing and editing support on proposal efforts
• Provide slide and briefing preparation, creation and editing support
• Organize office and staff functions on and off site
Office Management : Oversee the Tampa office which consists of the Corporate Headquarters as well as the bulk of the Mission Solutions Business Unit leadership.
• Greet and handle office visitors
• Handle all incoming and outgoing mail
• Support on site meetings with room set-up and drinks, snack and meal ordering
• Maintain stock of office supplies, drinks, etc.
• Other administrative and office management duties as assigned.
KNOWLEDGE AND SKILL REQUIREMENTS
• 5 years' successful experience in an executive assistant (or similar) role
• Preferred: 10+ years of combined professional military, government and/or business experience
• Exceptional inter-personnel skills to build and maintain business relationships
• Computer skills with demonstrated proficiency in standard business software packages in MS365
• Excellent writing skills. Must be able to write clearly and succinctly using good grammar.
• Exceptional organizational skills and ability to multi-task
• Work flexibility to meet proposal schedule demands and adjust to changing priorities
EDUCATIONAL, CLEARANCE AND CERTIFICATION REQUIREMENTS:
• Associate's Degree in English, Journalism, Business or related field
• Possess, or be able to obtain, a Secret security clearance
Preferred/Desired:
• Bachelor's Degree in English or Journalism
• Experience writing and/or editing government contractor proposals
PHYSICAL/WORKING ENVIRONMENT
• Primary work environment is a standard office setting
TRAVEL
• Occasional domestic travel may be required (less than 10% of time)
ARCTOS is an Equal Opportunity/Veterans/Disabled Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.