Executive Assistant

CycloKinetics; Salt Lake City (UT); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

PTO 15 days

12 holidays

Medical insurance

Vision insurance

Health Savings Account (HSA)

Flexible Spending Account (FSA)

401(k) with Roth options

Life Insurance

AD&D Insurance

Short-Term Disability (STD)

Long-Term Disability (LTD)

Employee Assistance Program (EAP)

ESOP

Bonus potential

Job summary

CycloKinetics, based in Salt Lake City, Utah, seeks an Executive Assistant to provide high-level administrative support to the CEO and coordinate day-to-day operations. This on-site role reports to the Chief of Staff and requires organization, proactive communication, and discretion.

The successful candidate will manage calendars, travel, expenses, and cross-team coordination, while upholding company policies and confidentiality. Competitive benefits accompany a full-time position.

Qualifications

• Highly organized with strong time-management skills and the ability to prioritize multiple deadlines.
• Proactive and self-motivated with a demonstrated ability to take initiative and anticipate needs.
• Strong interpersonal and communication skills, both written and verbal.
• Tech-savvy and proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with knowledge of project management and scheduling tools.
• Able to maintain discretion and confidentiality with sensitive information.
• Comfortable working in a dynamic, fast-paced environment and shifting gears quickly when priorities change.
• Friendly, professional demeanor with a service-oriented mindset.

Responsibilities

• Provide comprehensive, high-level administrative support to the CEO, anticipating needs and helping ensure priorities, commitments, and follow-up are effectively managed.
• Manage the CEO’s complex and frequently changing calendar, including scheduling and prioritizing meetings, resolving conflicts, coordinating with internal and external stakeholders, and proactively anticipating scheduling needs.
• Coordinate all aspects of the CEO’s domestic and international travel, including flights, accommodations, ground transportation, itineraries, travel documentation, and changes or issues that arise before or during travel.
• Monitor upcoming commitments, deadlines, travel, and other priorities to proactively identify potential conflicts or needs requiring attention.
• Adapt quickly to changing priorities and manage last-minute scheduling, travel, meeting, and logistical changes as they arise.
• Prepare and submit the CEO’s expense reports and maintain accurate supporting documentation.
• Serve as a key point of contact for individuals and organizations seeking to engage with the CEO; communicate professionally with employees, board members, investors, government representatives, business partners, and other external stakeholders.
• Work closely with the Chief of Staff, executive leadership team, directors, and other internal stakeholders to coordinate priorities, meetings, information, and activities involving the CEO.
• Coordinate Board of Directors meetings and related activities, including scheduling, travel assistance, meeting and meal logistics, communications, and other administrative needs.
• Support effective communication and coordination across departments by facilitating the timely exchange of information and following up on outstanding items as appropriate.
• Manage confidential and sensitive executive, board, personnel, financial, and company information with discretion and sound judgment.
• Coordinate company-related employee functions and special events as assigned.
• Manage ongoing and ad-hoc projects and administrative initiatives on behalf of the CEO and Chief of Staff.
• Assist in ensuring excellent organizational communication with staff and between departments to foster a positive company culture.
• Provide support to the executive team as necessary, including scheduling and maintaining calendars, coordinating travel, and submitting expenses.
• Work closely with C-Suite, Directors, and the Chief of Staff, offering administrative support on specific assignments.
• Thoroughly understands, follows, and enforces all CycloKinetics policies and procedures along with applicable laws and guidelines for employee privacy, confidentiality, etc.
• Implements and manages various ongoing and ad-hoc projects and tasks.
• Will assist with running errands as needed.
• Perform other duties as assigned.

Skills

Time management

Proactive

Communication

MS Office

Discretion

Team coordination

Education

Associate/Bachelor in Business preferred; HS diploma acceptable with 5–7 years experience

Job description

CycloKinetics isadvancing the next generation of high-performance propellants for aerospace and defense. Our highly innovative technology allows us to harness existing energy from biomass and convert it to superior performance fuels and propellants across aviation, aerospace, and defense applications.

We are a team of engineers, scientists, and operators driven by performance, innovation, and national security impact, focused on building scalable, domestic energy solutions that power the future of propulsion.CycloKineticsis based in Salt Lake City, Utah.

We’re looking for detail-oriented team members who pride themselves on solving problems while bringing positive energy and strong communication skills to the table. If this describes you, come join our team today and contribute to the success of our organization!

Job Summary

The Executive Assistant (EA) provi des hi gh -l evel ad ministra tiv e sup port to the CEO and i s responsible for m anaging the day -to-day coo rdination of the CEO’s sch edule , prior iti es, and commitments. This rol e require s a highly organi zed, proacti ve , an d detail-o rie nted ind ividual who can a nt icipate needs , ex ercise sou nd judgment , and work indep e nden tly in a fa st-paced environ ment . The E A serv es as a key point of contac t for in ternal and extern al sta keho ld ers, f acili tates ef fec tive comm unication , and helps ensu re priori ties and commi tme nts are ad dressed in a timely ma nner . The EA works cl osely with the Chi ef of Staf f and e xecutive leadership team to coo rdinate sc he dules, informa tion, and priori ties acr oss the org anization . This is a full-time , on-site position that re ports t o the Chief of Staff .

Essential Job Functions & Responsibilities

• Provide comprehensive, high-level administrative support to the CEO, anticipating needs and helping ensure priorities, commitments, and follow-up are effectively managed.
• Manage the CEO’s complex and frequently changing calendar, including scheduling and prioritizing meetings, resolving conflicts, coordinating with internal and external stakeholders, and proactively anticipating scheduling needs.
• Coordinate all aspects of the CEO’s domestic and international travel, including flights, accommodations, ground transportation, itineraries, travel documentation, and changes or issues that arise before or during travel.
• Monitor upcoming commitments, deadlines, travel, and other priorities to proactively identify potential conflicts or needs requiring attention.
• Adapt quickly to changing priorities and manage last-minute scheduling, travel, meeting, and logistical changes as they arise.
• Prepare and submit the CEO’s expense reports and maintain accurate supporting documentation.
• Serve as a key point of contact for individuals and organizations seeking to engage with the CEO; communicate professionally with employees, board members, investors, government representatives, business partners, and other external stakeholders.
• Work closely with the Chief of Staff, executive leadership team, directors, and other internal stakeholders to coordinate priorities, meetings, information, and activities involving the CEO.
• Coordinate Board of Directors meetings and related activities, including scheduling, travel assistance, meeting and meal logistics, communications, and other administrative needs.
• Support effective communication and coordination across departments by facilitating the timely exchange of information and following up on outstanding items as appropriate.
• Manage confidential and sensitive executive, board, personnel, financial, and company information with discretion and sound judgment.
• Coordinate company-related employee functions and special events as assigned.
• Manage ongoing and ad-hoc projects and administrative initiatives on behalf of the CEO and Chief of Staff.
• Assist in ensuring excellent organizational communication with staff and between departments to foster a positive company culture.
• Provide support to the executive team as necessary, including scheduling and maintaining calendars, coordinating travel, and submitting expenses.
• Work closely with C-Suite, Directors, and the Chief of Staff, offering administrative support on specific assignments.
• Thoroughly understands, follows, and enforces all CycloKinetics policies and procedures along with applicable laws and guidelines for employee privacy, confidentiality, etc.
• Implements and manages various ongoing and ad-hoc projects and tasks.
• Will assist with running errands as needed.
• Perform other duties as assigned.

Minimum knowledge, skills, and abilities required

• Highly organized with strong time-management skills and the ability to prioritize multiple deadlines.
• Proactive and self-motivated with a demonstrated ability to take initiative and anticipate needs.
• Strong interpersonal and communication skills, both written and verbal.
• Tech-savvy and proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with knowledge of project management and scheduling tools.
• Able to maintain discretion and confidentiality with sensitive information.
• Comfortable working in a dynamic, fast-paced environment and shifting gears quickly when priorities change.
• Friendly, professional demeanor with a service-oriented mindset.

Required Qualifications

• 3 to 5 years of progressive experience in an executive or administrative support role, preferably supporting senior management.
• Associate’s or Bachelor’s degree in Business preferred. High School Diploma or the equivalent is acceptable with a minimum of 5 to 7 years of progressive experience in an executive or administrative support role, preferably supporting senior management.

Physical Demands

Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and carry small to medium parcels, packages, and other items, to walk short distances, and drive on occasion to pick up materials/items. This position is described as sedentary, exerting up to 5 to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. This is a position with repetitive motion requirements. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer monitor, and extensive reading. Must have safe work habits and perform all duties in accordance with company safety policies and practices. This position may occasionally require the use of eye protection.

General

This position is based in Salt Lake City, Utah, with work performed on-site. CycloKinetics is an At-Will, VEVRAA, Equal Employment Opportunity Employer, E-Verify, and Drug-Free Workplace. Employment is contingent upon successful completion of a background verification and drug screens.

CycloKinetics offers a competitive compensation and benefits package including:

• 15 Days of PTO
• 12 Paid Holidays
• Medical Insurance
• Vision Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• 401(k) Savings Plan (including Roth options)
• Basic Life Insurance
• Accidental Death and Dismemberment (AD&D) Insurance
• Short-Term Disability (STD)
• Long-Term Disability (LTD)
• Employee Assistance Program (EAP)
• ESOP
• Bonus Potential

EEO Statement

CycloKinetics is an Equal Opportunity Employer and embraces diversity in our employee population. We are excited to work with talented individuals from a wide range of backgrounds. All employment decisions at CycloKinetics are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or special disabled veteran status, marital status, parental status, pregnancy, genetic information, or any other legally protected status.

FLSA Classification: Exempt