About the Role
The Executive Assistant provides pooled, high-level administrative and organizational support to multiple Primary Aimline executives. This onsite role requires discretion in handling proprietary business information and technical data subject to ITAR/EAR controls, sound judgment in prioritizing competing demands across several executive calendars, and close coordination with HR/Compliance, Contracts, and Program Management.
Qualifications:
• U.S. Person as defined by 22 CFR § 120.15 (U.S. citizen, lawful permanent resident, or protected individual) — required due to routine exposure to ITAR/EAR-controlled technical data and unclassified export-controlled information.
• Minimum 3–5 years of experience as an Executive Assistant or in a comparable senior administrative role, ideally supporting multiple executives simultaneously.
• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools.
• Demonstrated ability to handle confidential and export-controlled information with discretion.
• Strong written and verbal communication, organizational, and time-management skills.
• Ability to work onsite full-time at the Tucson, AZ facility and pass a pre-employment background check.
Responsibilities
• Manage and reconcile calendars for multiple executives; schedule internal/external meetings, resolve conflicts, and set priorities.
• Coordinate domestic travel arrangements, itineraries, and expense reporting for supported executives.
• Prepare, format, and proofread correspondence, presentations, reports, and meeting materials.
• Organize and take minutes for leadership, board, and customer meetings; track and follow up on action items.
• Serve as a point of contact between executives and internal staff, customers, and government representatives, exercising discretion with sensitive and export-controlled information.
• Support onboarding logistics for new hires and visitor coordination, including facility access and visitor control procedures consistent with ITAR/EAR requirements.
• Maintain organized filing systems (electronic and physical) for correspondence, contracts, and compliance records.
• Process invoices, purchase requisitions, and expense reports for the executive team.
• Assist with special projects, event planning, and cross-department coordination as assigned.