Executive Assistant / Office Manager in Tampa, Florida at Global Ordnance LLC

Global Ordnance is a premier defense solutions provider delivering mission-ready products and logistics support to the US Military and partner nations worldwide. With deep expertise in international procurement, compliance, and end-to-end supply chain management, Global Ordnance specializes in sourcing and delivering high-quality defense systems, munitions, and specialized equipment with speed, precision, and integrity. Our highly talented, agile and hardworking team understands the complexities of US and allied defense contracting, helping GO grow to one of the regions largest defense contractors and one of Tampa Bay’s fastest growing companies year over year. As we continue our growth we are seeking professionals to join our team, we offer highly competitive total compensation packages including company paid (100%) medical and dental insurance for our employees as well as their families, competitive salaries, bonus programs, retirement plans and much more.

Job Summary
The Executive Assistant / Office Manager serves as a trusted partner to executive leadership while overseeing the day-to-day operations of our Tampa office. This highly visible role requires exceptional organizational skills, sound judgment, professionalism, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, manages competing priorities with ease, and handles sensitive, proprietary, and export-controlled information with the highest level of discretion.

This position serves as the face of the office, ensuring an exceptional experience for employees, customers, and visitors while supporting executive leadership, coordinating office operations, and driving administrative excellence across the organization.

Essential Duties and Responsibilities

Executive Support
Provide proactive administrative support to executive leadership, including complex calendar management, meeting coordination, and prioritization of competing demands.
Coordinate domestic and international travel arrangements, itineraries, expense reports, and logistics.
Prepare, edit, and distribute professional correspondence, presentations, reports, meeting agendas, and executive materials.
Track executive action items, deadlines, follow-ups, and strategic initiatives.
Exercise sound judgment in handling confidential, proprietary, and export-controlled information.

Office Management
Oversee the daily operations of the Tampa office to ensure a professional, organized, and efficient workplace.
Serve as the primary point of contact for visitors, vendors, deliveries, and office inquiries.
Coordinate office maintenance, vendors, repairs, security access, and facility-related needs.
Manage office supplies, kitchen inventory, beverages, and workplace amenities.
Coordinate employee lunches, meetings, celebrations, and company events.
Support onboarding logistics for new employees, including workspace readiness and office orientation.
Assist with planning and execution of corporate meetings, customer visits, and special events.

Administrative and Operational Support
Process purchase requisitions, invoices, expense reports, and other administrative transactions.
Provide administrative support to Executive leadership, Finance, and other departments as needed.
Assist leadership with special projects, research, and process improvement initiatives.
Maintain visitor logs and support facility security procedures.
Ensure compliance with all applicable company policies, ITAR requirements, and federal, state, and local regulations.
Perform other duties as assigned.

Qualifications

• Authorized U.S. Person under ITAR.
Must be lawfully permitted and comfortable working in facilities with access to firearms and munitions.
Ability to work onsite in Tampa with occasional travel to Sarasota.
Associate's degree or higher preferred.
5+ years of executive assistant, office manager, or senior administrative experience, preferably supporting executive leadership.
Experience in government contracting, aerospace, defense, manufacturing, or similarly regulated industries preferred.
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Microsoft Teams.
Outstanding organizational, planning, and project coordination skills.
Excellent written and verbal communication skills.
Strong ability to prioritize, anticipate needs, solve problems independently, and manage multiple high-priority tasks simultaneously.
Demonstrated professionalism, discretion, and ability to maintain strict confidentiality.
Customer-service mindset with exceptional interpersonal skills and executive presence.

Physical Demands and Abilities

• Prolonged sitting and computer use
Prolonged standing and walking at occasional events such as SOF Week.
Frequent lifting or exerting upwards of 25lbs.

Working Conditions:

This position requires daily on-site presence at our Tampa office, serving as primary point of contact at the front desk for visitor reception and check-in. The role may also provide occasional administrative support at our Sarasota office and assist with domestic corporate events as needed. Minimal domestic travel may be required.

This job description is not intended to be all-inclusive, and employees will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

Global Ordnance reserves the right to revise or change job duties and descriptions as the need arises. This job description does not constitute a written or implied contract of employment. As all employment with Global Ordnance LLC is At-Will and no part of this job description constitutes any promise of continued employment or employment contract.

Global Ordnance, LLC is an Equal Opportunity Employer and do not discriminate in recruitment, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.