Executive Assistant

Vast is looking for an Executive Assistant, reporting to the SVP, Special Projects. We are seeking a highly organized and proactive Executive Assistant to support our senior leadership team across Special Projects, National Security, Vast Satellites, and Marketing in managing the day-to-day operations and play a crucial role in providing administrative support, facilitating communication, and contributing to the overall success of our organization and culture. This role will serve as a highly trusted operational partner to a small group of executives, managing day-to-day logistics, enabling cross-functional coordination, and helping increase leadership effectiveness.

This will be a full-time, exempt position located in our Long Beach location.

Responsibilities:

Act as a central point of contact, facilitating communication between executives, internal teams and external partners

Handle sensitive information and matters with a high level of discretion and maintain confidentiality

Skillfully manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements

Partner with  multiple primary executives to maintain organizational structure, strategic direction, and cross-functional relationships built on trust and partnership.

Create opportunities and initiatives to bring department team members together with a goal to further team building and team engagement

Organize and execute on potential customer visits and tours to inspire and capture business

Help create white glove service for unique exceptional recruiting candidates on-site

Draft, review and send communications on behalf of company executive

Prepare and distribute materials for meetings, attend meetings and ensure all documentation is readily available

Collaborate with other departments on projects as needed

Collaborate with cross-functional stakeholders and other EA’s to ensure meeting requests and VIP visits are well-scoped, and aligned with the executives priorities.

Confident to push back when protecting the executives time

Track and manage executive expenses and process reimbursements

Minimum Qualifications:

3-5+ years of experience as an Executive Assistant to VP-level  executives in both internal and external/partner/customer environments

Advanced proficiency in Google Workspace and Slack

Bachelor’s Degree

Preferred Skills & Experience:

Experience supporting executives in a fast space startup environment

Experience exercising discretion and confidentiality with highly sensitive company information

Ability to effectively manage multiple projects and handle competing deadlines

Ability to grow and maintain a network of external Executive Assistants within Vast ecosystem

Event and meeting planning

Excellent communication, both written and verbal

High level of attention to detail and accuracy

Ability to handle multiple tasks and prioritize effectively

Strong organizational and time-management skills

A passion for fostering a positive work culture

Ability to learn and anticipate executive needs

Proven ability to be an independent and self sufficient team member — tasks that are handed off get done, no follow-up needed

Additional Requirements:

Ability to be on site daily at our HQ in Long Beach

Willingness to work evenings and/or weekends to support critical mission milestones

Travel up to 10% of the year to support big industry events

Pay Range: California

$96,000—$137,000 USD