Executive Administrative Assistant

Job SummaryVSI Aerial is looking for a friendly, highly organized Executive Administrative Assistant to help keep our fast-moving drone business running smoothly. In this role, you’ll support our leadership team and make sure day-to-day operations stay on track. From scheduling and project support to customer communication and office coordination, you’ll play a big part in keeping things running behind the scenes. If you enjoy variety, like staying organized, and want to be part of a growing drone-tech company, this could be a great fit.What You’ll DoKeep executive calendars organized in Microsoft Outlook, making sure meetings, site visits, and project check-ins run smoothly.Help plan and coordinate company meetings, events, conferences, and on-site client visits.Handle incoming calls with a professional, upbeat tone—often acting as the first point of contact for clients and partners.Proofread, format, and prepare documents, reports, emails, and presentations.Maintain both digital and physical filing systems to keep important documents—like certifications, client project files, and contracts—easy to access.Help with basic bookkeeping in QuickBooks, including data entry and keeping financial records tidy.Support project workflows by tracking deadlines, taking meeting notes, creating agendas, and following up on action items.Assist with day-to-day office tasks like ordering supplies, managing equipment, and keeping the front desk area organized and welcoming.Use Microsoft Office, Google Workspace, and other basic tools to support administrative tasks.Handle sensitive information with professionalism and discretion.Make travel arrangements and help with occasional personal-assistant tasks to keep executives’ schedules balanced.Support customer service efforts by responding to emails and phone inquiries in a friendly, helpful manner.Use DocuSign and similar tools to manage signatures and document approvals.What We’re Looking ForExperience supporting executives or senior leadership, ideally in a fast-paced or growing company.Strong organizational skills and the ability to juggle multiple tasks without losing your cool.Excellent communication skills—professional but warm, whether you're writing an email or greeting a visitor.Comfortable using Microsoft Office, Google Workspace, Outlook Calendar, and similar tools.Experience with QuickBooks is a big plus.Trustworthy and able to handle sensitive information with care.Good at planning and coordinating events or meetings.Strong project-coordination skills, from tracking tasks to taking meeting minutes.Familiar with multi-line phone systems and confident on the phone.Detail-oriented with great typing and proofreading skills.Comfortable managing office operations, supporting the front desk, and pitching in wherever needed.Adaptable, positive, and proactive—you’re the type who sees what needs to be done and jumps in.Salary & BenefitsFor this role, we are offering a $50,000 to $70,000 per year range, depending on experience. We also offer benefits (e.g., paid time off, professional development support) and the chance to be part of an innovative company in the drone services space.Why Join VSI Aerial?VSI Aerial is a drone-focused company built on real aviation and technical experience. We work on everything from Commercial real estate to film production to inspections and exterior-cleaning projects—so every day looks a little different. Our team is passionate, hands-on, and always pushing our capabilities forward. If you want to support leadership while being part of a high-energy, growing drone company, we’d love to meet you.