Executive Administrative Assistant

Executive Administrative Assistant

Tucson, Arizona | Full-Time, On-Site

POSITION SUMMARY

The Executive Assistant will serve as a proactive right hand to Desert Aircraft’s ownership, taking full ownership of the unpredictable, high-volume administrative and operational work that currently sits on leadership’s plate. This role is built for someone who thrives without a script managing daily customer inquiries, coordinating with outside vendors and service providers, and clearing day-to-day noise so leadership can stay focused on strategy and growth.

ABOUT THE COMPANY

Desert Aircraft is the industry leader in giant scale model airplane engines. We design, build, and service our engines at our Tucson, Arizona factory. With our focus on performance, quality, and customer service, Desert Aircraft engines continue to be the dominant engine for sport and competition flying, as well as establishing our defense and drone technology side of operations.

OBJECTIVES

• Own and manage the owner’s calendar, scheduling, and daily priorities to protect focus time for high-value, revenue-generating work.
• Serve as the first point of contact for day-to-day supply chain issues — tracking down parts, materials, or shipment delays and driving them to resolution.
• Coordinate directly with external vendors and service providers, from initial outreach through follow-up, to keep projects and orders moving without leadership involvement.
• Anticipate and solve unpredictable, day-to-day operational problems as they arise, using sound judgment on when to resolve independently versus escalate.
• Take ownership of tasks identified through the leadership duplication process, documenting and standardizing recurring work so it can be handled consistently.
• Draft, organize, and manage correspondence, documents, and reports on behalf of the owner.
• Coordinate travel arrangements, meetings, and cross-department logistics.
• Maintain organized, accurate records and filing systems (physical and digital) for quick retrieval.
• Build and document repeatable processes and SOPs for administrative and delegated tasks to support future scaling.
• Track open items and follow up proactively to ensure nothing falls through the cracks.
• Communicate clearly and professionally with internal team members, customers, and outside partners on the owner’s behalf.
• Identify additional tasks that can be removed from leadership’s plate and proactively propose solutions for delegation.

COMPETENCIES

• Proven ability to manage complex calendars, competing priorities, and shifting daily demands without losing organization.
• Strong vendor and service-provider coordination skills — comfortable initiating contact, negotiating timelines, and driving issues to resolution.
• Working knowledge of supply chain or order fulfillment processes, or the ability to learn quickly within a manufacturing environment.
• Sharp problem-solving skills with the ability to make sound decisions in ambiguous, fast-changing situations.
• Strong written and verbal communication skills, able to represent leadership professionally with internal teams, vendors, and customers.
• High proficiency with standard office and productivity software (Microsoft Office/Google Workspace); ability to learn internal systems such as SYSPRO quickly.
• Detail-oriented with strong documentation and process-building skills.
• Self-starter with a “hunter” mentality — proactive, resourceful, and driven to get things done without being told.
• Positive energy and a can-do attitude, even under pressure or when priorities shift suddenly.
• High level of trustworthiness and discretion when handling confidential or sensitive information.

EDUCATION AND EXPERIENCE

• 3–5 years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or in a similar role supporting an owner or senior leader.
• Experience in a manufacturing, industrial, or small-business environment preferred.
• Demonstrated experience coordinating directly with vendors, suppliers, or service providers.
• Associate’s or Bachelor’s degree preferred, or equivalent professional experience.

PHYSICAL REQUIREMENTS

• Ability to sit in a sedentary position for long periods and occasionally lift moderate weight (e.g., 20 lbs), within an office environment, mixed with time spent on the manufacturing floor coordinating directly with teams.