Senior Administrative Specialist: Office Ops & Exec Support

Woven; Austin (TX); Hybrid; USD 48,000 - 64,000; Full time

Benefits offered by this job

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Benefits package

Job summary

CesiumAstro is seeking a highly organized Senior Administrative Assistant to support day-to-day operations. You will be the face of the company to employees, visitors, and vendors, handling calendar management, travel, supplies, and events.

The ideal candidate has at least 7 years of office administration experience, an associate degree (bachelor's preferred), and strong communication skills. This role is full-time and based in Austin, with opportunities to collaborate across multiple

Qualifications

• 7+ years of office administration and/or receptionist experience.
• Associate’s degree required; bachelor's degree preferred.
• Outstanding organization skills with strong detail orientation and critical thinking.
• Experience managing complex travel arrangements and calendars for meetings.

Responsibilities

• Oversee and coordinate day-to-day office operations for efficiency.
• Support senior leaders, managers and employees across teams with organizational tasks.
• Greet visitors and set up conference rooms for meetings.
• Schedule meetings, manage calendars, and book travel.
• Order, organize and maintain office supplies and snacks/drinks.
• Coordinate onsite catering for lunches and special events (board meetings, birthdays).
• Collaborate with outside vendors and team members on administrative tasks and special orders.
• Assist with contractor coordination and service providers for facility projects.
• Prepare expense reports for designated management team members.

Skills

Office administration

Reception

Calendar management

Travel arrangements

Vendor coordination

Communication skills

Team collaboration

Education

Associate’s degree

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Please Note:To conform with the United States Government Space Technology Export Regulations, the applicant must be a U.S. citizen, lawful permanent resident of the U.S., conditional resident, asylee or refugee (protected individuals as defined by 8 U.S.C. 1324b(a)(3)), or eligible to obtain the required authorizations from the U.S. Department of State.

AtCesiumAstro, we are developers and pioneers of out-of-the-box communication systems for satellites, UAVs, launch vehicles, and other space and airborne platforms. We take pride in our dynamic and cross-functional work environment, which allows us to learn, develop, and engage across our organization. If you are looking for hands-on, interactive, and autonomous work, CesiumAstro is the place for you. We are actively seeking passionate, collaborative, energetic, and forward-thinking individuals to join our team.

We are looking to add a highly organized and detail-oriented Senior Administrative Assistant to join our team. The Senior Administrative Assistant will play a crucial role in supporting the day-to-day operations of our organization. You will be the face of our company to our employees, visitors, and vendors. The ideal candidate will possess strong administrative skills, excellent communication abilities, and the ability to manage multiple tasks efficiently. This role requires someone who can work independently while also collaborating effectively with team members across multiple departments.

JOB DUTIES AND RESPONSIBILITIES

• Oversee and coordinate day-to-day office operations to ensure efficiency and effectiveness.
• Support senior leaders, managers and employees on multiple teams through a variety of tasks related to organization, communication, and coordination.
• Greet all visitors and help set up conference rooms for meetings.
• Schedule meetings, manage calendars, and book travel.
• Order, organize, and maintain inventory of office supplies and drinks/snacks.
• Facilitate onsite catering for lunches and for special events such as board meetings or birthdays.
• Work closely with outside vendors and members across our team to assist with administrative tasks (shipping, etc.) and various special ordering requests (business card ordering, ad hoc gifts, etc.).
• Assist with coordination of contractors and service providers for work required in the facility ensuring projects are completed to requirements.
• Completing expense reports for designated members of management team.

JOB REQUIREMENTS AND MINIMUM QUALIFICATIONS

• A minimum of 7 years office administration and/or receptionist experienceis required.
• Associate’s degree required, bachelor's degree preferred.
• Outstanding organization skills, with solid attention to detail and critical thinking.
• Prior experience managing complex travel arrangements and coordination of calendars for meeting management.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Strong telephone/communication and interpersonal skills.
• Positive "can do" attitude, must be flexible and accommodatingwith a strong customer orientation.
• The ability to work as part of a team and to build strong working relationships.

CesiumAstro considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, and key skills. Full-time employment offers include company stock options and a generous benefits package including health, dental, vision, HSA, FSA, life, disability and retirement plans.

CesiumAstro is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard torace, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

Please note: CesiumAstro does not accept unsolicited resumes from contract agencies or search firms. Any unsolicited resumes submitted to our website or to CesiumAstro team members will be considered property of CesiumAstro, and we will not be obligated to pay any referral fees.