Executive Administrative Assistant

AST SpaceMobile•Miami, FL

10d

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, travel, reports, the executives’ operating rhythm, and communications with internal and external stakeholders. The successful candidate can work independently with minimal guidance in a fast-paced environment. The position also supports leadership and board meetings, customer events, executive team cadence, onboarding logistics, expenses, records, and process improvements. It requires discretion in handling sensitive information and occasional travel and schedule adjustments for global time zones.

Requirements

At least 7 years of progressive executive assistant experience, including at least 3 years supporting a C-suite or senior vice president-level leader.
Advanced proficiency with Google Workspace or Microsoft 365, including calendar, email, documents, spreadsheets, and presentations.
Experience with expense, travel, and collaboration tools such as Concur, Expensify, Teams, Zoom, Perk, or Ramp.
Ability to handle confidential information with discretion and sound judgment.
Exceptional written and verbal communication suitable for customer-facing and board-level audiences.
Proactive, anticipatory approach to supporting executive needs.
Sound judgment and discretion in deciding what to escalate, resolve, or keep confidential.
Ability to stay organized while managing shifting priorities under pressure.
Relationship-building skills and ability to earn trust with executives, customers, and peers at every level.
Ownership and follow-through, including closing loops without reminders.
Adaptability and ability to thrive in a fast-paced, changing commercial environment.

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 other 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 urgent matters.
Serve as a primary point of contact for internal and external stakeholders, including customers, partners, peers, and employees.
Prepare meeting briefings with account context, attendee information, and open issues.
Support executive business reviews, board and leadership meetings, and project kickoffs by preparing agendas, presentations, 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 domestic and international travel, including 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 leadership team’s meeting cadence.
Maintain confidentiality regarding compensation, deal strategy, M&A, reorganizations, and other sensitive matters.
Process expenses, purchase orders, and invoices; 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.