Executive Assistant

Job Title:                   Executive Assistant

Reports To:              Chairman

FLSA Status:           Exempt

Department:            Administration

Location:                   Home Office

POSITION SUMMARY:

The Executive Assistant to the Chairman provides high-level operational, administrative, and personal support to the Chairman. This role acts as an extension of the Chairman by exercising independent judgment, coordinating decisions on matters of significance, prioritizing initiatives, and ensuring alignment between the Chairman’s priorities and organizational execution. The Executive Assistant manages sensitive information, represents the Chairman in internal and external communications, oversees cross-departmental coordination, manages personal matters for the Chairman, and drives follow-through on strategic initiatives.

This position is a blend of both administrative and personal support and requires the discretion, authority, and business acumen expected of an exempt-level, strategic business partner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

1. Serve as a trusted advisor and operational partner to the Chairman, providing analysis, insight, and recommendations on key business initiatives.
2. Exercise independent judgment to assess priorities, redirect tasks, and manage the Chairman’s commitments autonomously, without direct instruction.
3. Make decisions on significant matters, including determining which issues require the Chairman’s attention versus those that can be resolved or delegated independently.
4. Represent the Chairman in select meetings, communicating decisions, directives, and expectations on his behalf.
5. Prepare briefing materials, executive summaries, and decision-support documents to facilitate high-level decision-making.
6. Act as the Chairman’s liaison with senior leadership, ensuring alignment, accountability, and timely follow-up on strategic initiatives.
7. Draft high-level correspondence, presentations, and messaging for internal and external audiences; respond to communications on behalf of the Chairman when appropriate.
8. Build and maintain relationships with key stakeholders, customers, government officials, and strategic partners.
9. Manage confidential information with discretion and oversight, ensuring all communication reflects organizational standards and strategic intent.
10. Coordinate with finance, operations, people, and other departments to facilitate Chairman-level communication flow.
11. Lead and manage select projects or initiatives as assigned by the Chairman, ensuring objectives, timelines, and deliverables are met.
12. Track and monitor progress on company-wide priorities and ensure the Chairman is apprised of potential risks, issues, or action items.
13. Drive accountability across departments by following up on commitments, action plans, and deliverables tied to the Chairman’s directives.
14. Provide operational oversight for special initiatives such as acquisitions, key events, and strategic partnerships.
15. Independently identify, prioritize, and resolve scheduling conflicts to maximize the Chairman’s impact and effectiveness.
16. Evaluate the importance of meeting requests and determine the Chairman’s level of involvement or delegation.
17. Coordinate high-level meetings and leadership gatherings with judgment regarding strategic importance and participant alignment.
18. Review, evaluate, and approve expenditures and contracts aligned with Chairman-level initiatives.
19. Manage budgets for Chairman-led programs, events, and strategic initiatives, exercising discretion in spending decisions.
20. Negotiate with vendors, partners, and service providers on behalf of the Chairman.
21. Serve as an early identifier of organizational issues, performance gaps, or operational risks and proactively recommend solutions.
22. Provide insight and perspective to the Chairman on organizational dynamics, employee engagement trends, and leadership performance.
23. Support the Chairman in guiding company culture by coordinating initiatives, messaging, and leadership alignment activities.
24. Provide personal assistance to the Chairman in matters related to his residence, El Lobo Ranch, and other activities that support personal needs.

Perform additional duties based on qualifications, experience, and business needs.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION / EXPERIENCE:

• Bachelor’s degree in Business, Management, or related field.
• 7+ years of executive support, project management, or Chief-of-Staff-level experience, preferably in aviation, aerospace, manufacturing, or government contracting environments.
• Proven ability to exercise high-level discretion, confidentiality, and judgment.
• Demonstrated experience making decisions on significant matters without direct supervision.
• Strong business acumen with experience working directly with senior executives
• Exceptional written and verbal communication skills.
• Ability to manage multiple simultaneous priorities in a fast-paced environment.

Preferred Experience:

• Exceptional written and verbal communication skills.
• Experience supporting C-suite leaders in a multi-site operational environment.
• Familiarity with aviation MRO, government contracting, or high-security operating environments.
• Experience designing or coordinating strategic projects, executive reporting, or cross-functional initiatives.

SKILLS:

• Excellent written and interpersonal skills.
• Excellent organizational skills, attention to detail, and ability to multi-task.
• Ability to manage priorities to meet deadlines in a fast-paced environment.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) and Microsoft Project.
• Ability to work in a very direct and assertive working environment.
• Must be able to obtain security clearance as necessary.

WORK ENVIRONMENT:

• This is not a remote position.  You are required to be present at KAI’s home office during normal work hours, which are 8:00 a.m. – 5:00 p.m., Monday through Friday.
• May require occasional travel with the Chairman to company sites, customer meetings, or other events.
• Must be able to work flexible hours, to include nights and weekends in response to business needs.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is regularly required to walk, sit, and talk or hear, stand, and reach with hands and arms.  The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds.

EMPLOYMENT REQUIREMENTS:

Drug Screen

Background Check

Willingness to travel

KA is an Equal Employment Opportunity (EEO) employer.  It is the policy to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status or genetic information.