Chief Executive Assistant
About The Position
The Chief Executive Assistant (CEA) provides administrative and project management support to the Chief Executive Officer (CEO) and the Board of Directors. This role takes initiative and works independently on a variety of special projects as directed by the CEO. The CEA works in close partnership with the Chief of Staff (COS) and as the CEO’s right hand, supports day-to-day Space Foundation operations and the execution of key business priorities. They are an influencer throughout our organization, working closely with the larger team to improve organizational operations and ensure alignment and accountability around company goals and critical business priorities. The CEA acts as a secondary leader to the broader administrative professional staff within the organization, and is a partner for hiring, training, supervising, and developing those individuals.
Requirements
- Bachelor’s degree in business, management, communication or related field, and a minimum of 7 years’ progressively responsible work experience, or a comparable blend of education and experience required.
- Strong working knowledge and experience utilizing the Microsoft Office suite, including Word, Excel, PowerPoint and Outlook required.
Nice To Haves
- 3-5 years Board governance experience preferred.
- Experience interfacing with Board of Directors preferred.
- Demonstrated experience managing corporate records and legal documentation preferred.
- Previous experience supporting senior executives in a dynamic, fast-paced environment.
- Previous experience supervising and leading administrative professional staff preferred.
Responsibilities
- Collaborates with Space Foundation senior leaders to manage the CEO’s calendar, appointments, external appearances and travel, to include organizing and prioritizing schedules based on knowledge of the Space Foundation’s customers and familiarity with business priorities.
- Arranges detailed domestic and international travel plans, itineraries, and compiles documents for meetings for the CEO.
- In collaboration with CEO and COS, develops and manages the program or department budget, ensuring adherence to budgetary standards, proactively tracking expenditures, and communicating deviations to Finance in a timely and transparent manner.
- Screens incoming calls and correspondence, responds independently when possible, and ensures that unsolicited calls, queries and correspondence are directed to the cognizant manager other than the CEO and COS, when appropriate.
- Designs and composes correspondence, confidential correspondence, memoranda, charts, tables and graphs as may be required to support the CEO and the Board.
- Creates and maintains databases and spreadsheet files appropriate to the support of the Board of Directors and CEO.
- In collaboration with the CEO, designs and manages regular and special Board of Directors' and/or committee meetings, including preparation of agendas, legal notices, waivers of notice, corporate resolutions and subsequent correspondence in connection with such meetings.
- Creates, maintains, edits, updates and prepares a variety of presentations and/or speeches.
- Creates and maintains Board of Directors, Executive Committee and other committee records, to include corporate records such as By-laws and historically pertinent information, legal counsel records, etc.
- Acts as a second-level leader for Space Foundation Admin team members by providing training and guidance in collaboration with the primary supervisor of the team member.
- Works closely with the CEO to plan, coordinate and assemble the agenda, Board books and other meeting materials and presentations as may be required for any Board of Director meetings.
- Utilizes the Space Foundation event planning department to coordinate arrangements for food, beverages, meeting space and any and all logistics related to Board of Director meetings and any other meetings and events that may be required by the CEO and other members of the management team.
- Performs other duties and special projects as may be assigned.
- 5-10% travel is required.
Benefits
- Medical, dental, and vision insurance
- Employer-paid basic life and AD&D coverage
- Short- and long-term disability insurance
- 401(k) plan with employer contribution
- Paid holidays and generous paid time off
- Access to employee assistance program (EAP)
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
