Administrative Assistant

Title: Administrative Assistant

Company: Heven AeroTech

Location: Sterling, Virginia

FLSA: Non-Exempt

About Our Company At Heven AeroTech (Heven), we don’t just believe in the power of people—we build our success on it. As a recognized leader in hydrogen powered drones, we’ve earned recognition for creating a workplace where innovation thrives, collaboration is second nature, and every employee feels valued. Our culture is anchored in trust, and a shared commitment to excellence. We know that great organizations are built by extraordinary teams. That’s why we invest in your professional growth, offering robust training programs, leadership development opportunities, and a clear pathway for advancement. At Heven, your voice matters, your ideas are heard, and your contributions make a tangible impact.

Role Summary The Administrative Assistant will provide support to our executive team and manage daily office operations. This role is pivotal in ensuring smooth office functionality, maintaining security protocols, and facilitating efficient executive functions. The ideal candidate will be a proactive problem-solver with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment with little or no supervision.

Essential Responsibilities

• Serve as the primary point of contact for the office, greeting visitors and managing incoming calls with professionalism.
• Manage visitor access, ensuring all guests are properly signed in and adhere to security procedures.
• Maintain strict adherence to International Traffic in Arms Regulations (ITAR) protocols regarding visitor access, documentation handling, and general office security, as required by company policy.
• Additional responsibilities and training may be required related to security as we secure contracts that require a Facility Security Clearance
• Make decisions regarding supplies, order, receive, and maintain inventory of all office supplies, ensuring adequate stock levels.
• Manage the office kitchen, including keeping it stocked with supplies, ensuring cleanliness, and coordinating with cleaning staff as needed.
• Order lunches and refreshments for internal meetings and events, including setup and post-meeting cleanup.
• Coordinate and book complex domestic and international travel arrangements for executives, including flights, hotels, and ground transportation.
• Draft, proofread, and format professional memos, emails, and other internal communications.
• Create and edit PowerPoint presentations for executive meetings and internal events.
• Planning and coordination of company events, including managing logistics and vendor communications.
• Provide general administrative support to the executive team as assigned, managing calendars, scheduling meetings, and assisting with various projects.

Qualifications & Experience

• High school diploma or equivalent
• 3-5 years of experience in an administrative support role, preferably in a corporate environment.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office equipment.
• Exceptional organizational skills and meticulous attention to detail.
• Ability to manage time effectively, prioritize tasks, and work independently with minimal supervision, must exercise discretion and independent decision making
• Excellent written and verbal communication skills, with a professional demeanor.
• Strong interpersonal skills and the ability to work collaboratively with all levels of staff.
• Discretion and the ability to handle confidential information with integrity.
• Must be a U.S. Citizen or U.S. Person as defined by ITAR regulations. Familiarity with ITAR compliance is a plus; training will be provided

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to occasionally lift up to 25 pounds (e.g., office supply boxes, catering orders).

Benefits Overview Heven AeroTech offers a competitive benefits package designed to support the health, financial security, and overall well-being of our employees and their families. Benefits include medical, dental, and vision coverage, retirement plans, paid time off/sick, and additional protections such as critical illness, hospital indemnity, accident coverage, and short- and long-term disability.

Equal Employment Opportunity Statement Heven AeroTech is an Equal Opportunity Employer and considers all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.