Executive Assistant (Work From Home) - #35015

Company Profile

Our client is an aviation and aerospace component manufacturing company based in the United States. The company was established in 2010, and for over a decade, it has delivered enterprise drone solutions for public safety and industrial operations. From the Matrice 4 Series, DJI Dock 3, thermal drones, and Inspired Flight systems to other enterprise UAV platforms, they provide procurement, system integration, consulting, and training services, helping teams deploy and operate reliable, mission-ready UAV programs.

Exciting opportunity to join a fast-growing company, working with cutting-edge drone technology that supports public safety, industrial inspection, and commercial operations. This role offers hands-on exposure to advanced systems in a dynamic, innovation-driven environment with strong opportunities for growth.

Overall purpose and responsibilities of the role

The Executive Assistant provides day-to-day operational support across purchasing, sales, and production by executing tasks, coordinating timelines, and ensuring accurate follow-ups. This role requires a highly organized, detail-oriented professional who can work with urgency in a fast-paced environment.

Duties and Responsibilities

Purchasing & Supply Chain Execution: Execute Purchase Orders (POs) with precision and lead the daily follow-up on open orders. You are responsible for ensuring ETAs are accurate and that the Purchasing Director is alerted immediately to any delays.

Vendor & Pricing Management: Maintain and update our preferred vendor database. You will ensure that pricing is current across all systems and proactively research new vendors or alternative sourcing as needed.

Sales & Financial Admin: Generate and send accurate invoices to clients. Support the Director of Sales by ensuring the CRM is clean, optimized, and reflecting the true state of the sales funnel.

Production & Timeline Coordination: Act as the "keeper of the calendar." You will maintain organization around production timelines, ensuring that all stakeholders are aware of upcoming deadlines and that projects stay on track.

Strategic Research: Conduct ad-hoc research projects—whether it’s investigating a new software tool, vetting a potential supplier, or gathering market data for the sales team.

Requirements

Must-have Skills/Qualification

At least 3 Years of relevant work experience

Experience in the Technology, Drone or e-commerce (built on Shopify) Industry is Advantageous.

Proficiency in Shopify, ASANA, Quickbooks online, Pipedrive, PandaDoc and QBO are nice-to-have.

The following Employee Analysis Framework are a must have: Urgency, Agency, Problem Solving and Prioritization

High Agency: You take extreme ownership of your tasks. If a vendor isn’t responding, you don't just "send an email"—you pick up the phone until you get an answer.

Organizational Mastery: You have a proven system for managing multiple moving parts. You are comfortable with project management tools and spreadsheets.

Sense of Urgency: You understand that in sales and purchasing, time is money. You respond quickly and move projects toward the finish line with speed.

Precision Communication: You can communicate clearly and professionally with high-level vendors and enterprise clients alike.

Willingness to use Time Doctor for time tracking is essential for this role.

Job type: Permanent

Emp type: Full-time

Schedule: Monday - Friday, 11:00 PM to 3:30 AM PHT

Location: Work From Home/Remote

Industry: Aviation and Aerospace Component Manufacturing

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