** Interested candidates should submit their resume’ to info@flatfeehiring.com **
Role Summary
The Office Administrator / CEO Assistant provides high-reliability administrative, operational, and communications support to the CEO and core leadership team. This role ensures smooth daily operations, maintains organizational discipline, and acts as a central coordination point across scheduling, documentation, vendor engagement, and internal workflows. The ideal candidate is proactive, detail-driven, and comfortable working in a fast-paced, defense-forward environment.
Key Responsibilities
Executive Support
- Manage CEO calendar, scheduling, travel coordination, and meeting logistics.
- Prepare agendas, take meeting notes, track action items, and ensure follow-through.
- Draft, edit, and format executive communications, memos, and internal updates.
- Maintain confidentiality and handle sensitive information with discretion.
Office & Operations Management
- Oversee daily office operations, supplies, equipment, and vendor relationships.
- Coordinate shipping, receiving, and inventory of office materials and technical components.
- Maintain organized digital and physical filing systems, including contracts, SOPs, and compliance documents.
- Support onboarding logistics for new hires and contractors.
Administrative Coordination
- Assist with procurement tasks, quote requests, and vendor follow-ups.
- Prepare and maintain documentation, spreadsheets, and operational trackers.
- Support event planning, travel itineraries, and logistics for internal and external meetings.
- Manage incoming inquiries and route communications to appropriate team members.
Cross-Functional Support
- Collaborate with engineering, operations, and business development teams to ensure alignment and timely information flow.
- Assist with preparation of presentations, capability decks, and collateral as needed.
- Support special projects, process improvements, and organizational initiatives.
Required Qualifications
- 3+ years of administrative, office management, or executive assistant experience.
- Strong organizational and time-management skills with exceptional attention to detail.
- Excellent written and verbal communication abilities.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general digital tools.
- Ability to manage multiple priorities and adapt quickly to changing needs.
- Professionalism, discretion, and reliability in all interactions.
Preferred Qualifications
- Experience supporting executives in a startup, engineering, manufacturing, or defense-adjacent environment.
- Familiarity with procurement workflows, vendor coordination, or logistics.
- Comfort with light project management, documentation control, or process tracking.
Work Environment
- On-site role based in Portsmouth, NH.
- Fast-paced, mission-driven environment with evolving priorities.
- Requires proactive communication, independent problem-solving, and a steady operational mindset.