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