COLSA
Senior Executive and Personal Assistant – COLSA
Job Description COLSA is seeking a Senior Executive and Personal Assistant to provide high‑level executive administrative support to the Chairman and other senior executives, ensuring that both professional and private matters run efficiently and smoothly. This is an on‑site role at our Corporate Headquarters in Huntsville, Alabama. This role is part of the Executive Support Office, reports to the Executive Director of Executive Support, and directly supports the Chairman, CEO/President, Vice President of Community Affairs/Chief of Staff, and other senior executive leaders. The ideal candidate will be very detail‑oriented, proactive, solution‑oriented, and able to anticipate needs before they arise. They will act as a trusted gatekeeper, liaison, and right‑hand partner. This role requires exceptional discretion, a service‑first mindset, and the ability to thrive in a fast‑paced, dynamic environment where priorities can shift quickly.
Job Duties Executive Administration & Support
Assist the Executive Director, Executive Support in coordinating and executing executive priorities & support.
Provide administrative support to the Chairman, CEO/President, VP of Community Affairs/Chief of Staff, and other executives.
Manage complex calendars and coordinate meetings, special projects, and high‑sensitivity activities with precision.
Arrange executive travel, prepare detailed itineraries, and process expense reports.
Coordinate executive engagements, corporate hospitality, and leadership‑related events.
Support executive meal coordination (daily/weekly), including set‑up and cleanup.
Executive Suite Management & Hospitality
Maintain the executive suite (including meeting rooms and dedicated areas) to ensure a polished, professional environment.
Greet and host visitors, providing high‑level hospitality and client‑facing support.
Answer and direct calls on multi‑line phone systems with professionalism and discretion.
Office & Financial Operations
Purchasing, financial reconciliations, and credit card expense tracking for Executive Support Office.
Maintain and organize digital and physical filing systems.
Handle executive correspondence with professionalism and confidentiality.
Support payroll and accounts payable processing for associated business entities.
Track receipts, manage petty cash, and maintain related documentation.
Perform occasional local errands and manage the company courier vehicle.
Personal Support
Coordinate personal engagements, gifting, benevolence initiatives, and special events when appropriate.
Facilitate personal meal arrangements, purchasing support, and household or service coordination.
Arrange repairs, services, and maintenance for select executive‑related properties.
Perform additional administrative, logistical, financial, and personal support tasks based on executive priorities, including after‑hours responsiveness when required.
Qualifications
Bachelor’s degree or higher required; preferably in a business‑related discipline.
Minimum of 5‑8 years of experience supporting C‑level executives; combined executive/personal assistant capacity preferred.
Availability required during business hours and outside of standard hours, as needed.
Exceptional situational awareness, emotional intelligence, and relationship management skills; able to maintain composure, clarity, and professionalism in dynamic situations.
Excellent interpersonal, written, and verbal communication skills.
Exceptional problem‑solving, critical thinking, and attention to detail.
Highest degree of integrity, respect for confidentiality, professionalism, diplomacy, and discretion in all interactions.
Proven ability to manage sensitive, high‑priority, and non‑routine information.
Dependable, results‑oriented, and highly resourceful, with a strong sense of urgency and excellent judgment.
Outstanding organizational skills and the ability to prioritize tasks, adapt to unexpected requests, and meet deadlines in a fast‑paced environment.
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook), Microsoft Teams and similar productivity software.
U.S. Citizenship required; must be able to undergo criminal background investigation prior to hire.
Preferred Qualifications
Active security clearance.
Experience with QuickBooks or similar accounting/financial management software.
Background in bookkeeping, expense processing, financial tracking, or accounts payable/expense reconciliation.
Prior experience supporting senior military or government leaders, or familiarity with U.S. military protocols, customs, and organizational structure.
Experience planning and supporting executive or VIP events, including guest coordination, seating logistics, and protocol considerations.
Prior executive support in a family‑owned business or multi‑entity environment where priorities span business and personal matters.
Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. COLSA Corporation is an Equal Opportunity Employer, Minorities/Females/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
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Job Description COLSA is seeking a Senior Executive and Personal Assistant to provide high‑level executive administrative support to the Chairman and other senior executives, ensuring that both professional and private matters run efficiently and smoothly. This is an on‑site role at our Corporate Headquarters in Huntsville, Alabama. This role is part of the Executive Support Office, reports to the Executive Director of Executive Support, and directly supports the Chairman, CEO/President, Vice President of Community Affairs/Chief of Staff, and other senior executive leaders. The ideal candidate will be very detail‑oriented, proactive, solution‑oriented, and able to anticipate needs before they arise. They will act as a trusted gatekeeper, liaison, and right‑hand partner. This role requires exceptional discretion, a service‑first mindset, and the ability to thrive in a fast‑paced, dynamic environment where priorities can shift quickly.
Job Duties Executive Administration & Support
Assist the Executive Director, Executive Support in coordinating and executing executive priorities & support.
Provide administrative support to the Chairman, CEO/President, VP of Community Affairs/Chief of Staff, and other executives.
Manage complex calendars and coordinate meetings, special projects, and high‑sensitivity activities with precision.
Arrange executive travel, prepare detailed itineraries, and process expense reports.
Coordinate executive engagements, corporate hospitality, and leadership‑related events.
Support executive meal coordination (daily/weekly), including set‑up and cleanup.
Executive Suite Management & Hospitality
Maintain the executive suite (including meeting rooms and dedicated areas) to ensure a polished, professional environment.
Greet and host visitors, providing high‑level hospitality and client‑facing support.
Answer and direct calls on multi‑line phone systems with professionalism and discretion.
Office & Financial Operations
Purchasing, financial reconciliations, and credit card expense tracking for Executive Support Office.
Maintain and organize digital and physical filing systems.
Handle executive correspondence with professionalism and confidentiality.
Support payroll and accounts payable processing for associated business entities.
Track receipts, manage petty cash, and maintain related documentation.
Perform occasional local errands and manage the company courier vehicle.
Personal Support
Coordinate personal engagements, gifting, benevolence initiatives, and special events when appropriate.
Facilitate personal meal arrangements, purchasing support, and household or service coordination.
Arrange repairs, services, and maintenance for select executive‑related properties.
Perform additional administrative, logistical, financial, and personal support tasks based on executive priorities, including after‑hours responsiveness when required.
Qualifications
Bachelor’s degree or higher required; preferably in a business‑related discipline.
Minimum of 5‑8 years of experience supporting C‑level executives; combined executive/personal assistant capacity preferred.
Availability required during business hours and outside of standard hours, as needed.
Exceptional situational awareness, emotional intelligence, and relationship management skills; able to maintain composure, clarity, and professionalism in dynamic situations.
Excellent interpersonal, written, and verbal communication skills.
Exceptional problem‑solving, critical thinking, and attention to detail.
Highest degree of integrity, respect for confidentiality, professionalism, diplomacy, and discretion in all interactions.
Proven ability to manage sensitive, high‑priority, and non‑routine information.
Dependable, results‑oriented, and highly resourceful, with a strong sense of urgency and excellent judgment.
Outstanding organizational skills and the ability to prioritize tasks, adapt to unexpected requests, and meet deadlines in a fast‑paced environment.
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook), Microsoft Teams and similar productivity software.
U.S. Citizenship required; must be able to undergo criminal background investigation prior to hire.
Preferred Qualifications
Active security clearance.
Experience with QuickBooks or similar accounting/financial management software.
Background in bookkeeping, expense processing, financial tracking, or accounts payable/expense reconciliation.
Prior experience supporting senior military or government leaders, or familiarity with U.S. military protocols, customs, and organizational structure.
Experience planning and supporting executive or VIP events, including guest coordination, seating logistics, and protocol considerations.
Prior executive support in a family‑owned business or multi‑entity environment where priorities span business and personal matters.
Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. COLSA Corporation is an Equal Opportunity Employer, Minorities/Females/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
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