Administrative Assistant to CEO and President (Senior Executives)

Outpost is at the forefront of space logistics, developing innovative Earth return vehicles that enable safe and efficient payload recovery from space to Earth. By accelerating the transition of industries into orbit, we open new possibilities for space-based manufacturing and global logistics. Our flagship project, the Ferryall spacecraft, is supported by the U.S. Government, with four missions supported over the next four years. We're also developing the Carryall vehicle, designed to return up to 10 tons from space, significantly expanding the scope of what's possible for space-based operations. Founded in 2021 by industry veteran Jason Dunn, and based in Santa Monica, California, our team is committed to advancing space technology and making space accessible to all.

Who you are: You genuinely enjoy administrative work and take pride in knowing that the work you do keeps your executive’s work day running like a well oiled machine. You’re a master of organization, the kind of person who lives by Inbox Zero and meticulously-kept To Do lists. You are a team player with the attitude of “no job is too small” and can jump in with matters that require all hands on deck. Leveraging your skills and abilities in a fast growing startup where things move quickly and change often sounds like an opportunity for you to shine. 

We are open to a variety of backgrounds and levels of experience and education for this job and welcome applicants from unconventional backgrounds as long as they have the skills needed to be successful in this role.

Responsibilities:

• Perform Support and Administrative Duties to the CEO and President including:
• Responsible for scheduling all of senior executives meetings and events and coordinating with internal and external parties
• Update the senior executives, at their desired frequency, on upcoming commitments, deadlines and responsibilities
• Provide evening update on next day’s commitments and important events
• Provide Sunday evening update on week’s responsibilities and important events
• Review and organize incoming email - target inbox zero as the goal
• Responsible for ensuring CEO is on time for all meetings and events (i.e., expected to be the executive’s escort to different calls/meetings.)
• Notify the President when they are running behind schedule, and coordinate meetings if needed to return to on-schedule
• Edit and complete first drafts for external communications 
• Update and maintain correspondence log in the appropriate database
• Lead ad hoc logistics for meetings and/or conferences to include, but not limited to: prepare agenda, send meeting requests, confirm attendees, reserve meeting space, and partner with OPs for AV and IT needs. 
• Conduct routine research and data collection
• Edit and proofread presentations and documentation
• Prepare meeting/conference digital books, including bios and talking points for each meeting, as well as logistics and items of note.
• When needed, manage reception and related tasks including welcoming guests 
• Plan and schedule travel
• Book transportation and lodging
• Draft hourly itineraries and travel directions
• Book ground transportation
• Responsible for submitting expense reports
• Able to be in person in our Santa Monica office five days a week
• As needed able to be in person in our executive office in Topanga, CA
• Availability outside of office hours (9-5 M-F) for time sensitive matters or to support CEO’s meeting schedule
• Ability to maintain organization while effectively managing multiple tasks, multiple deadlines, and competing priorities.
• Ability to learn and use judgment and discretion and complete tasks with limited or no direction

Qualifications: 

• Experience supporting executives 
• Excellent written and oral communication skills
• Proficient organizational and problem solving skills
• Polished and professional demeanor
• Strong command of Microsoft suite and Google suite products
• Tech savvy with virtual tools such as video conferencing and slack
• Extremely detail-oriented
• Cultivate relationships with external and internal stakeholders, lead with emotional intelligence
• Discretion and the ability to be trusted with confidential information
• Manage, plan and coordinate events
• Bonus points if you love space and sustainability and are excited to work at a space company!

Compensation & Benefits:

• $85,000 - $100,000 
• Equity
• Performance-Based Bonuses
• Medical, Dental and Vision
• Short- and Long-Term disability insurance
• Life Insurance
• Paid Time Off
• 401K with company match
• Subsidized daily catered lunch, snacks and coffee

You must be a U.S. citizen or lawful permanent resident of the U.S., protected individual as defined by 22 C.F.R. § 120.15 , or eligible to obtain the required authorizations from the U.S. Department of State

We are focused on building a diverse and inclusive workforce. Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Outpost Space we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role, but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.