About the Role

We are seeking a highly organized, service-oriented, and proactive Executive Administrative Assistant to support our Manager of Administration & Executive Projects and Executive Leadership Team, with a primary focus on our Pharma, Business Development, and Gov Affairs executives. This role would primarily support the team from the 888 N Douglas campus with some crossover at 225 S Aviation Blvd. This role combines executive-level administrative support with creating a welcoming and professional office experience for visitors, candidates, and team members. 

You’ll manage calendars, travel, and meetings, coordinate onsite meetings, assist in planning company events, and help keep the office running smoothly. Success in this role requires a self-starter mindset, comfort operating in a fast-paced startup and tech-driven environment, and a strong focus on customer service and hospitality. This is an ideal position for someone who enjoys a mix of front-facing hospitality and behind-the-scenes organization, thrives in dynamic environments, and takes pride in delivering exceptional support. 

Reports to: Manager of Administration & Executive Projects 

Location: El Segundo, CA 

Key Responsibilities 

Executive & Administrative Support 

• Provide administrative support to the Pharma, BD, and Gov Affairs leadership teams, including calendar management and prioritization, high-profile meeting coordination, and travel arrangements
• Assist in preparing agendas, presentations, and follow-up materials for executive meetings and conferences
• Track and manage expense reports for assigned executives
• Provide backup support to the Manager of Administration & Executive Projects as needed

Reception & Office Operations 

• Greet and welcome visitors, clients, and candidates with professionalism and warmth
• Answer and direct incoming emails and requests
• Assist in planning and executing company events, meetings, and celebrations
• Help with office supply and swag ordering, vendor coordination, and service requests
• Coordinate logistics as needed for high profile candidate onsite interviews and/or special guests including scheduling, travel, catering, and office tours

General Support 

• Collaborate with internal teams on special projects and ad-hoc administrative tasks
• Maintain confidentiality and handle sensitive information with discretion

Qualifications 

• Self-starter with the ability to anticipate needs and work independently
• Experience in startups and/or fast-paced tech environments preferred - aerospace experience a plus
• 3+ years of administrative or executive assistant experience
• Strong organizational skills with the ability to manage multiple priorities
• Excellent verbal and written communication skills
• Professional presence with strong interpersonal skills
• Experience in a high-touch, employee-facing or customer service–oriented role (e.g., hospitality, service industry, client services) a plus
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new tools
• Discreet and able to handle confidential information with integrity

Success in this Role Looks Like 

• The executives’ schedules, travel, and meetings run seamlessly
• Visitors, candidates, and team members feel welcomed and supported
• Office events are executed smoothly with attention to detail

Pay Range

• Salary range: $92,820 - $125,580/per year
• This role is on-site in El Segundo, CA
• Leveling and base salary is determined by job-related skills, education level, experience level, and job performance
• You will be eligible for incentives in the form of stock options and/or long-term cash awards