Executive Assistant

We are looking for someone to apply their expertise, leadership skills, and commitment to quality to positively impact safe human spaceflight. Passion for our mission and vision is required!  

As part of a small, passionate, and accomplished team of experts, you will support the development of spaceflight vehicles. In this role, you will play a crucial part in supporting two executive leaders within our Talent Acquisition and Talent, Culture, and Total Rewards functions. We are seeking a proactive, service-oriented individual with excellent administrative and organizational skills who can thrive in a fast-paced environment. This position will directly impact the history of space exploration and will require your dedicated commitment and detailed attention toward safe and repeatable spaceflight. 

Responsibilities include but are not limited to: 

• Executive Support: Partner closely with senior management to ensure they remain well-informed of upcoming commitments and responsibilities, through proactive communication and appropriate follow-up. Exercise sound judgment while balancing multiple priorities, anticipate scheduling conflicts and resolve issues independently with minimal direction. 

• Calendar: Oversee complex executive calendars with high-volume, ever-evolving scheduling demands. Plan, coordinate, and ensure adherence to appointments while servicing as a strategic gatekeeper. Looking around corners and proactively suggesting meetings, and looking 2-3 months ahead to stay ahead of emerging conflicts. Work with other executive EAs to facilitate executive meetings considering all necessary logistics, creating mutually beneficial outcomes of all stakeholders.  

• Travel: Arrange complex and detailed domestic and international travel plans, including detailed itineraries and agendas while compiling necessary documentation for travel-related meetings. Process expense reports in a timely matter, ensuring compliance with company policies while balancing quality and cost effectiveness to meet leadership expectations. 

• Communications: Draft and prepare professional documents and correspondence, including confidential materials, while maintaining appropriate discretion. Respond to emails and inquires on behalf of the executive management, adapting communication style and tone to match the executive’s voice and the appropriate level of formality for each audience. 

• Organization & Task Management: Execute and prioritize multiple tasks seamlessly with exceptional attention to detail while managing competing priorities in a fast-paced environment. Handle matters proactively and expeditiously, ensuring follow-through to successful completion under tight deadline pressures. Leverage advanced software tools and organizational systems to optimize workflow efficiency. 

• Personnel Relations: Leverage strong interpersonal skills to build and maintain positive relationships with internal stakeholders, including employees at all levels, department heads, and cross functional teams to facilitate effective communication and collaboration. 

• Problem Solving: Apply problem-solving strategies by diving into the root cause of issues to identify underlying challenges and develop comprehensive solutions. Execute decisive action plans with meticulous attention to detail and deliver consistently flawless results. 

• Project Management: Lead independent projects from initiation through completion by working backwards from stakeholder needs ad collaborating cross functionally to deliver results. Manage a variety of activities while maintaining strict confidentiality and discretion. Support organization initiatives, special assignments, and other ad hoc projects as business needs arise often under tight timelines. 

• Event Planning: plan and execute internal corporate events and meetings, including team offsites, town halls, and departmental gatherings; coordinate all logistics from venue selection and catering to audiovisual requirements, transportation, and employee communications while managing budgets effectively. 

• Flexible Working: Provide flexible support with variable schedule requirements, including 25% travel to support executive activities and extended availability to accommodate leader’s location and time zone.  

Minimum Qualifications:

• Highschool diploma or equivalent 

• 5+ years of experience supporting senior-level executives 

• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) 

• Has experience supporting multiple executives simultaneously  

• Strong oral and written communication skills, interpersonal skills, and high customer service capabilities and delivery.  

• Demonstrated expertise in administrative support skills, organizational skills, timeliness and proactive actioning, and problem-solving skills 

• Proven ability to handle confidential information with discretion 

• Demonstrated proficiency leveraging AI tools (e.g., ChatGPT, Copilot, Claude) to automate workflows, reduce manual effort, by streamline reporting, communication, and day-to-day operations.

Preferred Qualifications:

• Bachelor's degree or additional relevant training/certifications 

• Administrative experience supporting executives in a corporate and manufacturing environment 

• Proficient in macOS, with hands-on experience using Mac hardware and software in a professional environment

• Visio and Acrobat