Experienced Executive Assistant

Job description

Experienced Executive Assistant Company: Spectrolab, Inc. Spectrolab, Inc., a wholly owned subsidiary of The Boeing Company, is seeking a n Experienced Executive Assistant to join our team in Sylmar, CA. The Executive Assistant to the President & CEO provides high-level, confidential, and proactive administrative support to the President & Chief Executive Officer and as required, other members of executive leadership. This role is responsible for managing complex schedules, coordinating domestic and international travel, preparing expense reports, maintaining executive communications, and supporting executive-level meetings, events, and operational activities. This position serves as a key point of coordination and communication for the executive office, ensuring seamless execution of priorities, timely dissemination of information, and efficient management of day-to-day business operations. The ideal candidate demonstrates exceptional judgment, discretion, organizational acumen, and the ability to operate independently in a fast-paced, high-visibility environment. Essential Duties and Responsibilities Executive Support Provide comprehensive administrative support to the President & CEO and other executive leaders as assigned. Manage and prioritize complex calendars, schedules, and meeting requests to optimize executive time and ensure alignment with business priorities. Prepare meeting agendas, briefing materials, presentations, and related correspondence as needed. Coordinate follow-up on action items, deliverables, and executive commitments to ensure timely completion. Anticipate administrative needs and proactively resolve scheduling or logistical conflicts. Travel and Expense Management Coordinate domestic and international travel arrangements, including transportation, lodging, itineraries, and related logistics. Monitor travel schedules and support traveler logistics to ensure efficient execution of business travel. Prepare, review, and process expense reports in a timely and accurate manner. Reconcile corporate credit card charges and verify related payments in accordance with company policies and procedures. Collect, compile, and organize data and supporting documentation for executive review, approval, and/or signature. Communication and Correspondence Draft, edit, and maintain electronic and written communications on behalf of the executive office. Process incoming and outgoing communications and correspondence to ensure timely and appropriate dissemination of information. Communicate professionally and effectively with internal and external stakeholders across all organizational levels. Maintain strict confidentiality and exercise sound judgment when handling sensitive information. Ensure executive communications reflect a high standard of professionalism, accuracy, and clarity. Business Operations Support Track, maintain, and organize information related to executive and departmental operations. Maintain records, documentation, reports, and files in support of executive oversight and business continuity. Coordinate with relevant business partners and focal points to support the acquisition, allocation, and maintenance of resources. Order and maintain office supplies and other administrative materials for the executive office. Track and manage designated conference room schedules and resource availability to ensure efficient utilization. Meeting and Event Coordination Plan and execute logistics for executive-level internal and external meetings, events, and special engagements. Coordinate venue arrangements, materials, attendee communications, and on-site support as needed. Support the preparation of briefing materials, agendas, and post-event follow-up. Ensure executive events and meetings are executed with precision, professionalism, and alignment to organizational standards. Leadership and Support Contribute to process improvements and operational efficiencies within the executive office. Collaborate effectively with cross-functional teams, senior leaders, and external partners to support organizational objectives. Core Competencies Executive professionalism and discretion Exceptional attention to detail Strong organizational and time management skills Clear and effective communication Sound judgment and decision-making Proactive problem-solving Adaptability and composure under pressure Strong collaboration and stakeholder management Work Environment This position operates in a high-profile executive environment and may require flexibility in working hours to support the needs of the President & CEO, including early mornings, evenings, or occasional travel. The role demands a high degree of confidentiality, responsiveness, and professionalism. This position must meet export control compliance requirements. To meet export control compliance requirements, a “U.S. Person” as defined by 22 C.F.R. §120.15 is required. “U.S. Person” includes U.S. Citizen, lawful permanent resident, refugee, or asylee. Basic Qualifications (Required Skills/Experience): High School Diploma or GED (General Education Diploma). 5+ years’ experience in a Administrative Assistant, Executive Assistant or Office Manager role. 5+ supporting calendars, travel and meetings for higher level management Outstanding written and verbal communication skills, as well as excellent interpersonal and team skills. Experience and/or the ability to work with sensitive information, safeguarding confidential information. Confident in a fast-paced environment with competing priorities, and able to multi-task and manage expectations. Computer proficiency including Microsoft Office Suite. Preferred Qualifications (Desired Skills/Experience): Experience working at Boeing or similar Aerospace/Defense company Experience coordinating executive meetings, board-level support, or high-profile events. Familiarity with corporate governance, business operations, and executive office procedures. Demonstrated ability to work independently with limited supervision while maintaining a high level of responsiveness. Experience in a corporate environment with cross-functional coordination and stakeholder engagement . Typical Education: Education/experience typically acquired through basic education (e.g. High School diploma/GED) and typically 4 or more years' related work experience or an equivalent combination of education and experience (e.g. vocational school/Associate+2 years' related work, Bachelor, etc.). Spectrolab, Inc., a pioneering leader in space solar power for over 70 years, develops the highest-efficiency commercial space solar cells that enable cutting-edge satellite missions. With a legacy of technical excellence and a focus on innovation, Spectrolab is powering the future of space exploration and commercial satellites—at a time when a wave of new companies are creating various, exciting missions. Join Spectrolab to help deliver the solar technologies that make ambitious space missions p ossible. Travel: Some travel may be required up to 10% of the time. Conflict of Interest: Successful candidates for this job must satisfy the Company’s Conflict of Interest (COI) assessment process. Drug Free Workplace: Boeing is a Drug Free Workplace where post offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP, and alcohol when criteria is met as outlined in our policies. Relocation: Relocation assistance is not a negotiable benefit for this position. Candidates must live in the immediate area or relocate at their own expense. Pay and Benefits : At Boeing, we strive to deliver a Total Rewards package that will attract, engage and retain the top talent. Elements of the Total Rewards package include competitive base pay and variable compensation opportunities. The Boeing Company also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health insurance, flexible spending accounts, health savings accounts, retirement savings plans, life and disability insurance programs, and a number of programs that provide for both paid and unpaid time away from work. The specific programs and options available to any given employee may vary depending on eligibility factors such as geographic location, date of hire, and the applicability of collective bargaining agreements. Pay is based upon candidate experience and qualifications, as well as market and business considerations. Summary pay range: $63,750 - $86,250 Language Requirements: Not Applicable Education: Not Applicable Relocation: Relocation assistance is not a negotiable benefit for this position. Export Control Requirement: This position must meet U.S. export control compliance requirements. To meet U.S. export control compliance requirements, a “U.S. Person” as defined by 22 C.F.R. §120.62 is required. “U.S. Person” includes U.S. Citizen, U.S. National, lawful permanent resident, refugee, or asylee. Safety Sensitive: This is not a Safety Sensitive Position. Security Clearance: This position does not require a Security Clearance. Visa Sponsorship: Employer will not sponsor applicants for employment visa status. Contingent Upon Award Program This position is not contingent upon program award Shift: Shift 1 (United States of America) Stay safe from recruitment fraud! 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