Executive Administrator

Nanoracks is a cutting-edge aerospace company focusing on providing commercial access to space, currently on the International Space Station (ISS), suborbital vehicles, expendable launch vehicles, and more! We have sent over 1,000 payloads to the Space Station, kickstarted the CubeSat deployment revolution, and have customers in over 30 nations.

Since 2009, Nanoracks has created and expanded new in-space markets and has been the world leader for ushering in a new era of in-space services. Currently, Nanoracks is working to build commercial space stations (“Outposts”) from the spent upper stages of launch vehicles in orbit. This technology will enable spent upper stages to be used as crewed and un-crewed space stations for various purposes and customers—both civil and commercial.

Nanoracks will provide and facilitate an ecosystem of interoperable technologies and distributed free flying space stations. You can read our approach here.

We hope you’ll apply to join our team. We work with leaders from all over the world, including NASA, universities and government centers both foreign and domestic, and commercial companies. We’re fast, fun, passionate, and love sending things to space.

Smart, talented, critical thinkers with an ability to handle responsibility in a dynamic and ever-changing landscape. You will own your projects and be results oriented. Nanoracks is a small company (70+ awesome people), but we interface with much larger organizations from around the world.  You will need to be able to work in small and large groups as well as simultaneously execute an entire project on time.

Overview:
Nanoracks needs a superbly qualified Executive Assistant to support our CEO. This part-time position will provide high-level administrative and executive support to the CEO through standard office administration procedures to accomplish assigned tasks and goals.

The successful candidate will participate as an adjunct member of the executive team, maintaining discretion and confidentiality. Work is to be performed Monday-Friday, preferably from 10 a.m.-3 p.m.

 
Key Duties and Responsibilities:

• Work under direct and indirect supervision to perform administrative activities for the CEO, including managing complex calendar coordination and meeting logistics, written document and presentation drafting and editing, extensive travel arrangement, and accounting reconciliation/expense reporting. Timeliness is essential
• Maintain executive(s) schedules, including planning internal and external meetings, conferences, and events, acting as a liaison for the executive team
• Facilitate travel, domestic and international; create itineraries and coordinate meetings for executive(s) during travel
• Maintain system for recording and submitting expenses on behalf of the executive(s)
• Coordinate office functions and events, including overall planning, management of venue selection, budget, attendee list (guests, speakers, and other participants), vendors, catering, function/event contract negotiation as necessary, transportation, registration process, and content support
• Interact professionally with senior level internal and external stakeholders in support of the Executive’s and the organization’s objectives, as well as maintain strong relationships with other staff for smooth day-to-day operations of the office
• Prepare outgoing mail and process sensitive information
• Perform data entry and other normal office functions such as setting up and maintaining files, answering basic and complex phone and email inquiries, and making proper referrals
• Welcome and direct visitors and clients on behalf of the executive
• Perform clerical tasks including managing office budget, materials, and supplies, running errands, organizing offices and suites, and preparing conference rooms
• Perform administrative tasks and special projects as assigned
• Perform activities associated to DC office support: ordering office supplies, calling maintenance/landlord if needed, receiving, or sending site-based mail

Requirements:

• AA/AS degree (or other 2-year post high school training) with a minimum of 8 years of relevant experience OR HS diploma or GED and 10 years of relevant experience
• Proficiency in Microsoft Office Suite
• Knowledge of office administration, clerical procedures, and recordkeeping systems
• Exceptional verbal and written communication skills
• Excellent organizational skills and attention to detail
• Advanced interpersonal and customer service skills
• Time management skills, prioritizing efficiency
• Reliable, trustworthy, self-motivated, and open-minded
• Ability to exhibit discretion and maintain confidentiality in carrying out responsibilities, demonstrate initiative in problem-solving, and independently handle sensitive situations using tact and diplomacy
• Ability to work under pressure while maintaining strong ethics, values, integrity, and trust

Competitive with local and industry standard.