Executive Assistant

Vast; City of Long Beach (NY); On-site; USD 84,925 - 120,552; Full time

Benefits offered by this job

100% medical, dental, and vision coverage

Generous paid time off

401(k) retirement plan

ClassPass credits

Personalized mental healthcare

Job summary

Vast is seeking an Executive Assistant to support C-Suite executives in managing operations. The role will involve handling sensitive information, coordinating executive calendars, and facilitating communication among teams. Located in Long Beach, this full-time position requires exceptional organizational and communication skills.

With 5+ years of experience in similar roles, the ideal candidate will also have advanced proficiency in Google Workspace and Slack. Vast offers a competitive compensation package including full medical, dental, and vision coverage, as well as generous paid time off and additional perks.

Qualifications

• 5+ years of experience as an Executive Assistant supporting multiple C-Suite executives.
• Ability to manage executive calendars and travel arrangements.
• Experience in drafting communications on behalf of executives.

Responsibilities

• Manage sensitive information with discretion and maintain confidentiality.
• Coordinate and manage executive calendars.
• Facilitate communication between executives and various stakeholders.

Skills

Organizational skills

Communication skills

Attention to detail

Proficiency in Google Workspace

Proficiency in Slack

Education

Bachelor's Degree or equivalent experience

Job description

Executive Assistant

Vast is looking for an Executive Assistant, reporting to the Chief of Staff, to support the development of the systems that will be required for the design and build of artificial-gravity human-rated space stations.

We are seeking a highly organized and proactive Senior Executive Assistant to support our C‑Suite Executives in managing the day‑to‑day operations and playing a crucial role in providing administrative support, facilitating communication, and contributing to the overall success of our organization and culture.

This will be a full‑time, exempt position located in our Long Beach location.

Responsibilities

• Handle sensitive information and matters with a high level of discretion and maintain confidentiality.
• Skillfully manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Create opportunities and initiatives to bring department team members together with a goal to further team building and team engagement.
• Draft, review and send communications on behalf of company executives.
• Prepare and distribute materials for meetings, attend meetings and ensure all documentation is readily available.
• Act as a central point of contact, facilitating communication between executives, internal teams and external partners.
• Track and manage executive expenses and process reimbursements.
• Support executives in various projects, research tasks, and initiatives.
• Collaborate with other departments on projects as needed.

Minimum Qualifications

• 5+ years of experience as an Executive Assistant supporting multiple C‑Suite executives.
• Advanced proficiency in Google Workspace and Slack.

Preferred Skills & Experience

• Bachelor’s Degree or equivalent years of work experience in addition to minimum years of experience.
• Experience supporting executives in a fast space startup environment.
• Event and meeting planning.
• Ability to think outside of the box with a sense of urgency.
• Excellent communication, both written and verbal.
• High level of attention to detail and accuracy.
• Ability to handle multiple tasks and prioritize effectively.
• Strong organizational and time‑management skills.
• A passion for DEI and fostering a positive work culture.

Additional Requirements

• Ability to be on site 5 days a week at our HQ in Long Beach.
• Ability to work early mornings, evenings and/or weekends as needed.

Pay Range

• Executive Assistant I: $84,925 - $120,552
• Executive Assistant II: $96,514 - $137,003

Compensation and Benefits

Base salary will vary depending on job‑related knowledge, education, skills, experience, business needs, and market demand. Salary is just one component of our comprehensive compensation package. Full‑time employees also receive company equity, as well as access to a full suite of compelling benefits and perks, including: 100% medical, dental, and vision coverage for employees and dependents, generous paid time off; up to 20+ days of vacation for exempt staff and up to 10+ days of vacation for non‑exempt staff with the ability to cash‑out unused vacation annually, paid parental leave, short and long‑term disability insurance, life insurance, access to a 401(k) retirement plan, ClassPass credits, personalized mental healthcare through Spring Health, and other discounts and perks. We also take pride in offering exceptional food perks, with snacks, drip coffee & onsite barista, cold drinks, and dinner meals remaining free of charge, and lunch subsidized as part of Vast’s ongoing commitment to providing high‑quality meals for employees.

U.S. Export Control Compliance Status

The person hired will have access to information and items subject to U.S. export controls, and therefore, must either be a “U.S. person” as defined by 22 C.F.R. § 120.62 or otherwise eligible for deemed export licensing. This status includes U.S. citizens, U.S. nationals, lawful permanent residents (green card holders), and asylees and refugees with such status granted, not pending.

Equal Opportunity

Vast is an Equal Opportunity Employer; employment with Vast is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.