Executive Assistant

Gables Engineering Inc., a HEICO company, is the industry leader in custom avionics controls and other related products. Our engineers maintain a sharp focus on all aspects of control panel technology, as it exists today and as it continues to evolve. While new technologies are being defined, Gables works closely with operators to identify specific solutions for their fleets. In stark contrast to the trend toward outsourcing manufacturing processes, Gables Engineering Inc. is a highly vertically integrated company. This offers our customer a rapid design-to-production cycle, and better overall control of quality and delivery.

Are you a sharp, resourceful, and highly trusted Executive Assistant who thrives in a fastpaced environment with constantly shifting priorities? We're looking for a proactive partner to support our executive. In this position, you'll navigate complex calendars, manage travel needs, and act as a strategic gatekeeper for highvolume communication. You'll work closely with senior leaders, clients, and external partners-always with professionalism, sound judgment, and absolute discretion.

This role is ideal for someone who stays calm under pressure, anticipates needs before they arise, and can juggle competing priorities while keeping critical deadlines and projects on track. If you're energized by variety, problemsolving, and being the trusted backbone that keeps an executive operating at peak performance, we want to meet you.

JOB TITLE: Executive Assistant

EMPLOYMENT STATUS: Exempt

REPORTS TO: General Manager, Gables Engineering

PRIMARY RESPONSIBILITIES:

• Manage complex calendars, scheduling meetings, travel, and appointments across multiple time zones
• Manage all domestic and international travel (if any) and lodging arrangements, ensuring accuracy and adherence to budget guidelines and preferences
• Act as a gatekeeper for communications, prioritizing emails, calls, and correspondence
• Prepare, review, and edit documents, presentations, reports, and meeting materials
• Coordinate internal and external meetings, including agendas, logistics, and follow-ups
• Liaise with senior leaders, clients, board members, and external partners
• Track deadlines, action items, and ongoing projects to ensure timely completion; to include a weekly meeting regarding "outstanding items" like application deadlines, internal projects, vendor coordination for events, etc.
• Assist with expense reporting, invoicing, and basic budget tracking
• Handle confidential and sensitive business information with discretion
• Organize and maintain digital files
• Manage special projects and support special event planning as assigned
• Manage professional social media accounts and networks
• Serve as a trusted point of contact for personal matters, maintaining strict confidentiality

JOB SKILLS REQUIRED:

• Exceptional organizational, time-management, and multitasking skills
• Strong written and verbal communication abilities
• High level of professionalism, judgment, and discretion
• Ability to manage competing priorities with minimal supervision
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools
• Comfort working in a dynamic, sometimes non-traditional schedule
• Strong attention to detail and follow-through
• Occasional availability outside standard business hours may be required

REQUIRED EXPERIENCE:

• High School Diploma or GED equivalent
• Minimum 5 years' experience in Executive Assistant or similar role supporting senior executives

PHYSICAL REQUIREMENTS:

• Sedentary Work- This role may require exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift carry, push, pull or otherwise move objects. Most essential functions are performed while sitting but walking and standing are occasionally required.
• Visual acuity is required for the preparation, analyzing, and reviewing of data.
• Requires flexible hours based on executive needs

Gables Engineering is a drug free workplace and Equal Opportunity Employer.