Executive Assistant & Office Manager

AscendArc; Beaverton (OR); On-site; USD 75,000 - 100,000; Full time

Job summary

AscendArc is seeking an Executive Assistant & Office Manager to partner with the CEO and keep our Beaverton office running smoothly in a fast-paced startup environment.

The role blends high-level admin support with day-to-day office operations, including calendar management, travel coordination, event planning, onboarding, and vendor coordination. You’ll thrive when juggling priorities and representing the CEO with discretion and professionalism.

Qualifications

• 5+ years of experience as an Executive Assistant to senior executives (CEO, founder, or leadership team).
• Proven ability to manage complex calendars, travel, meetings, and executive priorities with minimal direction.
• Excellent written and verbal communication skills.
• Proven ability to anticipate needs, solve problems proactively, and adapt in a fast-moving environment.
• High level of professionalism, discretion, and judgment.

Responsibilities

• Provide high-level administrative support to the CEO, including complex calendar management, scheduling, travel coordination, and expense reporting.
• Serve as a trusted partner by anticipating needs, proactively identifying scheduling conflicts, and helping executives stay focused on the highest priorities.
• Manage and triage the CEO’s email inbox, draft responses, and elevate high-priority or time-sensitive matters.
• Coordinate logistics for leadership meetings, board meetings, customer meetings, and company events.
• Prepare meeting materials, agendas, presentations, and other documents as needed.
• Track action items and follow up to ensure deadlines, deliverables, and commitments are completed.
• Handle confidential and sensitive information with the highest level of discretion.
• Support special projects and operational initiatives as needed.

Skills

Calendar management

Executive support

Email management

Travel coordination

Discretion & professionalism

Tools

Microsoft Office

Google Workspace

Job description

Come join us in shaping the future! Get in on the ground floor as an early member of our support team. We're looking for an experienced Executive Assistant & Office Manager who will serve as a trusted partner to our CEO while helping ensure our office operates smoothly. This role is ideal for someone who thrives in a startup environment, takes initiative, and enjoys balancing executive support with office operations. AscendArc is a startup founded to revolutionize the satellite communications industry. We are looking for doers who want to work in a ground-breaking and fast-paced environment. Our success will depend on your energy, skill, and creativity.

Responsibilities

Executive Support

• Provide high-level administrative support to the CEO, including complex calendar management, scheduling, travel coordination, and expense reporting.
• Serve as a trusted partner by anticipating needs, proactively identifying scheduling conflicts, and helping executives stay focused on the highest priorities.
• Manage and triage the CEO’s email inbox, draft responses, and elevate high-priority or time-sensitive matters.
• Coordinate logistics for leadership meetings, board meetings, customer meetings, and company events.
• Prepare meeting materials, agendas, presentations, and other documents as needed.
• Track action items and follow up to ensure deadlines, deliverables, and commitments are completed.
• Handle confidential and sensitive information with the highest level of discretion.
• Support special projects and operational initiatives as needed.

Office Management & Operations

• Own day-to-day office operations to maintain an organized, efficient, and welcoming workplace.
• Manage office supplies, equipment, snacks, meals, and workplace vendors.
• Coordinate office maintenance, cleaning, repairs, and facility-related needs.
• Support employee onboarding and offboarding logistics, including workspace setup, equipment coordination, and office readiness.
• Help plan and execute team events, company meetings, celebrations, and employee gatherings.
• Maintain office procedures, documentation, and workplace organization.
• Serve as the primary point of contact for employees regarding office-related questions and workplace needs.
• Identify opportunities to improve office operations, processes, and the overall employee experience.

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior executives (CEO, founder, or executive leadership team).
• Demonstrated experience managing complex calendars, travel, meetings, and executive priorities with minimal direction.
• Exceptional organizational and time management skills, with the ability to anticipate needs and manage competing priorities.
• Excellent written and verbal communication skills.
• Proven ability to anticipate needs, solve problems proactively, and adapt in a fast-moving environment.
• High level of professionalism, discretion, and judgment.
• Proficiency with office productivity tools (e.g., Microsoft Office or Google Workspace) and comfort learning new software.
• Self-starter who is resourceful, dependable, and comfortable working independently.

Preferred Skills

• Experience managing office operations or serving as an Office Manager.
• Experience in a startup or high-growth company.
• Experience coordinating board meetings, company events, or executive offsites.

Compensation

The hourly rate for this position will be $75,000-100,000/year. When determining an individual’s compensation, we consider several factors including skillset, experience, job scope, and current market data, so pay for this role may vary from the amounts listed.

Legal Eligibility to Work

Due to U.S. export control regulations, this position is only open to “U.S. persons.” That means you must be a U.S. citizen, a lawful permanent resident (green card holder), or have refugee/asylee status. Unfortunately, we cannot consider applicants on temporary work visas (such as H-1B, TN, O-1, etc.) for this role.

Equal Employment Opportunity

AscendArc is an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor or legally protected status.