Executive Assistant

UFO; Alhambra (CA); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Health insurance

401(k)

Paid time off

Job summary

UFO, an aerospace company located in Alhambra/South Pasadena, CA, seeks an Executive Assistant to support the CEO and senior leadership. You will manage calendars, coordinate travel (domestic and international), arrange facilities, and handle day-to-day needs of the business.

Occasional travel with leadership for meetings, partner visits, and company activities is expected. You will build itineraries, coordinate meeting logistics, and prepare materials and follow-up for leadership meetings.

Qualifications

• Two or more years of administrative support experience, especially in executive support or similar roles.
• Experience managing calendars, expense reports, facilities coordination, and travel arrangements.
• Ability to arrange domestic and international travel, including itineraries and related logistics.
• Willingness to travel with leadership when needed.
• Strong written communication and discretion with sensitive information.
• Experience preparing meetings for senior leadership with agendas, materials, notes, and follow-up items.

Responsibilities

• Support CEO and senior leadership with administrative and operational tasks.
• Manage calendars, travel itineraries, and meeting logistics.
• Coordinate facilities and day-to-day business needs.
• Plan regular domestic and international travel and, when needed, travel with leadership for meetings and partner visits.
• Prepare meeting materials, take notes, and follow up on action items.

Skills

Calendar management

Travel coordination

Documentation and note-taking

Discretion with sensitive information

Project coordination

Clear written communication

Ability to manage multiple priorities

Job description

UFO is an aerospace company developing spacecraft systems, communications infrastructure, and advanced mission technologies located in Alhambra / South Pasadena, CA.

U.S. Citizens only. Background check and drug testing required.

Role Description

As an Executive Assistant, you will support the CEO and senior leadership and manage administrative and operational responsibilities including calendar management, travel arrangements, facilities coordination, and the day-to-day needs of the business. The role includes regular domestic and international travel planning and, when needed, traveling with leadership for meetings, partner visits, and company activities. You will also build itineraries, coordinate meeting logistics, and manage materials and follow-up for leadership meetings.

Qualifications

• Two or more years of administrative experience in executive support or a similar role, including calendar management, expense reports, facilities coordination, office administration, and travel arrangements
• Experience managing small- to medium-scale projects from planning through execution
• Experience arranging domestic and international travel, including itineraries, visa and passport requirements, and related logistics
• Willingness to travel with leadership when needed
• Experience assessing office and facilities needs and taking ownership of related projects as needed
• Ability to write clearly and concisely for a range of internal and external audiences
• Ability to use discretion when handling sensitive personal and business information
• Experience preparing meetings for senior leadership, including setting agendas, preparing materials, taking notes, and following up on action items
• Ability to manage multiple priorities and changing requirements
• Experience in a small company, technical organization, or demanding operating environment is a plus

Compensation

$65,000–$80,000 per year, depending on experience.

• Health insurance, 401(k), and paid time off.

Equal Opportunity Employer

UFO is an equal opportunity employer and considers qualified applicants without regard to race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable law.