Executive Assistant - CAES

Delivering mission-critical, electronic solutions that protect lives.  Use your creativity and critical thinking to take our products from concept to customer.

At CAES, we engineer solutions for the world’s most critical missions. We serve customers in the defense and aerospace markets.  Seeking a career that offers challenging, diverse projects and opportunities?  Looking for a position with a company that offers long-term professional advancement?  Searching for a place that values a diverse, team-based environment?  One that values YOU.  Consider CAES.

The most important thing we build is TRUST

As an Executive Assistant at CAES Defense Systems, you will be an integral part of the site team and a strategic partner providing administrative support for multiple levels of leadership. As the right-hand partner to Sr. Leadership, you'll master the art of meeting coordination, calendar management, inbox organization, and make travel arrangements with the precision of an expert travel planner.  This is an impactful role that directly supports the leadership team and contributes to CAES' success. If you are a self-starter who thrives in a dynamic environment and excels at managing multiple priorities, this is the perfect opportunity for you.

Major Duties & Responsibilities

Leadership Support:

• Manage the detailed calendars of SVP/General Manager and other senior leaders, coordinating meetings, appointments, and logistical arrangements to ensure maximum efficiency.
• Prepare and update presentations (PowerPoint) and materials for leadership meetings.
• Handle email management (Outlook) and prioritize communications to ensure timely and appropriate responses.

Meeting and Event Coordination:

• Proactively manage the meeting cadence, ensuring that materials and agendas are prepared and distributed in advance.
• Schedule and set up meetings, including booking conference rooms, arranging catering, and ensuring all necessary resources are available.
• Follow up on meeting action items, tracking progress and ensuring the leaders have everything they need to be productive.
• Prepare for and support external events and visitors.

Travel and Special Projects:

• Conduct research for event planning, and other related initiatives at the direction of leadership.
• Coordinate and arrange travel plans, including flights, accommodations, and itineraries, and manage expense tracking and reporting through Concur.
• Oversee special projects and events, ensuring alignment with executive priorities and timely execution.

Gatekeeping and Prioritization:

• Serve as the "gatekeeper" for leadership’s time, balancing access and ensuring that only the most important matters take precedence.
• Prioritize meeting requests and handle urgent issues to meet deadlines and maintain workflow.
• Respond to inquiries and incoming communications, taking appropriate action as needed.

Administrative and General Support:

• Maintain accurate databases and records to support leadership and team activities.
• Assist in a variety of administrative tasks, as needed, to support other organizational leaders.

Minimum Qualifications

• High School Diploma or GED
• Six (6) years administrative assistant experience with a mimimum of four (4) years experience supporting senior management, ideally a SVP/General Manager or other executive leader.

Preferred Education & Experience

• Bachelor's degree
• Six (6) years experience supporting a SVP/General Manager.
• High level of professionalism, confidentiality, and discresion when handling sensitive information.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Ability to anticipate needs and work independently with minimal supervision.
• Proficient in the Microsoft office suite and familiarily with project management tools.
• Exceptional organization skills with the ability to manage multiple tasks and deadlines.
• This position may require access to technology, materials, software or hardware that is controlled by US export laws. In order to be eligible for this position, you must be a “US Person” under US export laws (or eligible for approval under a U.S. Government export license).

• If required, ability to obtain and maintain a security clearance.

Salary Range: $35.17 - $51.59 annually (San Diego).

Applicable pay within the posted range may vary based on factors including, but not limited to, geographical location, job function of the position, education, and experience of the successful candidate. CAES provides a variety of benefits including health insurance coverage, life and disability insurance, 401K, paid holidays and vacation.

EMPLOYMENT TRANSPARENCY

BENEFITS

We take care of our people and provide competitive health, wealth and wellbeing benefits – from day one. You’ll also discover learning and development opportunities so you can take your career to the next level – and beyond.

Other benefits include:

• Comprehensive PTO, Paid Holiday and Paid Family Leave Programs.
• Student Loan Repayment Program & Tuition Reimbursement
• 9/80 Alternate Work Week Schedule
• Tailored Management/Leadership Training
• Innovative Medical Programs, Including Family Forming

ABOUT CAES

CAES is the largest provider of analog and radiation hardened technology for the United States aerospace and defense industry.  From human spaceflight and space exploration, to missile defense and electronic warfare, to healthcare solutions addressing COVID-19, our talented team develop high performing electronic solutions that work the first time, every time.

WE ARE AN EQUAL OPPORTUNITIES EMPLOYER

At CAES we welcome differences and celebrate new ideas. We believe the diversity of our people inspires our creativity and drives our innovation. Everyone is welcome here, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or genetic information.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation due to a disability for any part of the employment process, please email CAEScareers@caes.com.