Executive Assistant at Alluvionic Inc. in Melbourne, FL

Job description

• Do you naturally organize, anticipate, problem-solve, and follow through? We’re looking for an Executive Admin who enjoys keeping everything connected and moving, bringing structure to a fast-paced environment, staying two steps ahead, and helping our CEO keep priorities, projects, and commitments on track.
• Alluvionic is a woman-owned, 8(a) certified solutions provider specializing in project management, process improvement, product development, cybersecurity, and training services. We provide Project Assurance® for every project and are looking for a Senior Project Manager who can help us successfully manage and grow our portfolio of federal programs while strengthening customer relationships and supporting the company's continued growth.
• This is a full-time, on-site position based in Melbourne, Florida. Remote and hybrid arrangements are not available for this role.
• Alluvionic is seeking a highly organized, proactive, and detail-oriented Executive Admin to provide dedicated support to the CEO. This role serves as a trusted partner to the CEO, helping manage priorities, coordinate activities, maintain organization, and ensure critical initiatives and commitments are executed efficiently.
• The ideal candidate thrives in a fast-paced environment, can adapt quickly to changing priorities, and possesses exceptional judgment, discretion, and follow-through. This individual is systems-oriented, organized, and proactive, with the ability to anticipate needs, solve problems, and keep important work moving forward with minimal direction.
• This position requires a high degree of professionalism, confidentiality, attention to detail, and the ability to operate effectively in a dynamic government contracting environment.

Responsibilities

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Executive Assistant will:
• Provide high-level administrative support to CEO.
• Manage and maintain the CEO's calendar, appointments, meetings, and scheduling priorities.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Prepare, draft, edit, and distribute, reports, presentations, meeting materials, and other business documents.
• Attend meetings as needed, document key discussions, track action items, and ensure timely follow-up on commitments and deadlines.
• Maintain organized digital files, records, contact lists, trackers, and administrative systems.
• Develop and maintain processes, workflows, checklists, and organizational tools that improve efficiency and effectiveness.
• Coordinate special projects and initiatives on behalf of the CEO.
• Serve as a professional point of contact for internal and external stakeholders on behalf of the CEO.
• Handle confidential, proprietary, and sensitive information with discretion and sound judgment.
• Support company meetings, events, and executive functions as needed.
• Assist with administrative tasks related to government contracts, proposals, compliance activities, and government systems.
• Leverage Microsoft 365, SharePoint, Teams, and AI-enabled tools to improve productivity, communication, organization, and workflow management.
• Identify opportunities to streamline processes and implement improvements proactively.
• Perform other duties as assigned.

Requirements

• 4+ years of executive administrative or senior-level administrative support experience.
• Experience supporting a senior executive, business owner, or CEO.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Demonstrated professionalism, discretion, and confidentiality.
• Must be a U.S. Citizen due to government contracts and possible security clearance requirements
• Government contracting (GovCon) experience.
• Familiarity with government systems, contracts, proposals, or compliance-driven environments.
• Experience leveraging AI tools to improve productivity and efficiency.
• Bachelor's degree.

Skills

Required

• Proactive
• Anticipates needs
• Systems-oriented
• Strong follow-through
• Accountability
• Sound judgment
• Critical thinking
• Adapts quickly
• Works independently
• Takes ownership
• High accuracy
• Attention to detail