Executive Administrative Assistant

AST SpaceMobile•Miami, FL

15h

About The Position

AST SpaceMobile is seeking a highly organized and proactive Executive Administrative Assistant to support two C-level executives. The role manages complex calendars and travel, prepares reports and meeting materials, helps maintain the executives’ operating rhythm, and serves as a key contact for people inside and outside the organization. The successful candidate can work independently with minimal guidance in a fast-paced environment. The position includes coordinating leadership and customer meetings, preparing briefings and business reviews, tracking action items, managing expenses and records, and handling sensitive information with discretion. It also involves improving processes, coordinating with other executive assistants, and occasionally traveling and adjusting hours to accommodate global time zones.

Requirements

At least 7 years of progressive executive assistant experience, including at least 3 years supporting a C-suite or senior VP-level leader.
Advanced proficiency with Google Workspace or Microsoft 365, including calendars, email, documents, spreadsheets, and presentations.
Experience with expense, travel, and collaboration tools such as Concur, Expensify, Teams, Zoom, Perk, or Ramp.
Demonstrated ability to handle confidential information with discretion and sound judgment.
Exceptional written and verbal communication suitable for customer-facing and board-level audiences.
Ability to anticipate executive needs, exercise judgment and discretion, stay organized under pressure, build relationships, follow through, and adapt to a fast-paced, changing commercial environment.
Ability to work in a standard office environment and use a computer and office equipment for extended periods.
Willingness to travel occasionally and adjust hours around global time zones.

Nice To Haves

Bachelor’s degree in business administration, communications, or a related field.
Familiarity with CRM and sales tools such as Salesforce, HubSpot, or Gong, and ability to read pipeline and forecast reports.
Experience supporting board meetings and investor relations.
Prior experience managing a leadership team’s operating cadence, including OKRs, QBRs, and planning cycles.

Responsibilities

Manage high-volume executive calendars across time zones, prioritizing customer, partner, board, and critical meetings; protect focus time and anticipate conflicts.
Coordinate scheduling for executives’ direct reports, including QBRs, one-on-ones, and SLTs.
Triage executive inboxes and messages, draft responses, and flag items requiring immediate attention.
Serve as the first point of contact for internal and external stakeholders, including customers, partners, peers, and employees.
Prepare meeting briefing notes with account context, attendees, and open issues.
Support executive business reviews, board and leadership meetings, and project kickoffs by preparing agendas, decks, and pre-reads.
Track action items and follow up with internal team leaders on deliverables.
Compile and format reports and dashboards for leadership review.
Plan and manage domestic and international travel, itineraries, logistics, and expense reports.
Coordinate customer events, executive roundtables, offsites, and leadership team meetings.
Partner with other executive assistants to align cross-functional calendars and executive priorities.
Support onboarding logistics for new leaders and manage the executive leadership team’s meeting cadence.
Maintain confidentiality regarding compensation, deal strategy, M&A, reorganizations, and other sensitive matters.
Process expenses, purchase orders, and invoices, and track the executive’s office budget.
Maintain organized records, contracts, and files, and manage access to key systems.
Identify and implement process improvements that increase executive effectiveness.