Executive Assistant to the President

Dayton, OH area

About Our Client

Our client is an established small business and a trusted Prime Contractor to the U.S. Department of Defense, delivering engineering, manufacturing, product quality, and supply chain solutions across weapon system sustainment programs. The team works directly with government and military customers to bridge the gap between initial requirements and manufacturing execution, including advanced and additive manufacturing, digital engineering, and model-based manufacturing. Our client is recognized as one of the fastest-growing private companies in the country.

The Role

Our client is hiring an Executive Assistant to support the President directly. This role blends traditional executive support (calendar, travel, correspondence) with hands-on financial administration for the President’s office: expense tracking, budget monitoring, invoice coordination, and reporting. This is a fast-paced, high-growth environment, and the ideal candidate is comfortable with shifting priorities, willing to travel, and equally at home managing a calendar and managing a spreadsheet.

What You’ll Do

Executive & Administrative Support

• Manage the President’s calendar, scheduling meetings across internal leadership, government customers, and industry stakeholders.
• Coordinate travel logistics, including flights, lodging, ground transportation, and detailed itineraries, adapting quickly when plans change.
• Screen and prioritize calls, emails, and correspondence on behalf of the President.
• Draft and proofread professional communications and correspondence.
• Prepare agendas, briefing materials, presentations, and executive-level status reports.
• Coordinate board meetings, leadership offsites, and customer engagements.
• Track action items and follow-ups from meetings, ensuring accountability.
• Handle sensitive and confidential company, financial, and personnel information with discretion.

Financial & Program Administration

• Track and manage the President’s expenses, expense reports, and reimbursements.
• Support budget tracking, invoice coordination, and financial reporting tied to the President’s office and initiatives.
• Monitor costs and funding status on programs the President is directly involved with, coordinating with accounting and finance as needed.
• Maintain accurate records, trackers, and dashboards for cost, schedule, and program status.
• Support contract and project administration tasks (documentation, deliverable tracking, deadlines) where they intersect with the President’s priorities.
• Assist with forecasting, burn rate tracking, and basic financial projections as directed.

What You Bring

• Bachelor’s degree preferred, or equivalent experience.
• 5+ years of experience supporting a C-suite executive or senior leader, ideally in defense, aerospace, or manufacturing.
• Experience with financial administration: expense tracking, budgets, invoicing, or similar.
• Exceptional organizational skills and follow-through on multiple concurrent priorities.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills.
• High level of discretion and professionalism handling confidential business and financial information.
• Willing and able to travel as needed.
• Comfortable working in a fast-paced, high-growth environment with shifting priorities.
• Ability to obtain and maintain any security or access clearance required by the role (U.S. person status may be required).

Preferred

• Experience supporting a President or CEO at a small or fast-growing company, where the role blends administrative and financial support.
• Familiarity with government contracting, ITAR/EAR-sensitive environments, or program financial tracking (budgets, cost and schedule reporting).
• Experience with contract or project administration support.

Why This Role

• Direct, high-trust partnership with the President, not one of many admin staff in a large pool.
• Broad, varied work spanning executive support and financial administration at a fast-growing small business.
• Visibility into how a defense prime runs day to day, from travel and scheduling to budget and program financials.