Executive Administrative Assistant

Executive Administrative Assistant

Job Summary:

We are seeking a highly organized, proactive, and reliable Executive Administrative Assistant to support daily operations at our facility and provide direct assistance to the CEO. This role ensures seamless day-to-day operations, professional visitor experiences, and efficient coordination of company activities. The ideal candidate thrives in a fast-paced environment, can anticipate needs, and takes ownership of administrative and executive support tasks.

About Specter Aerospace:

Specter Aerospace is building the next generation of hypersonic vehicles for defense and commercial applications. Specter is headquartered in Peabody, MA, just north of Boston, where it leverages its advanced propulsion technologies, manufacturing, and testing capabilities to rapidly develop supersonic and hypersonic systems. Funded by a mix of government R&D organizations, commercial customers, and private funding, Specter is a growing aerospace and defense startup. Close relationships with MIT, Notre Dame, AFRL, NRL, ANL, and other research organizations provide access to cutting-edge developments, facilities, and personnel. Specter is expanding its team in preparation for flight testing and full-scale production.

Key Responsibilities:

Facility Administration & Operations:

• Greet, check-in, and manage all visitors, maintaining logs and coordinating building access.
• Oversee all visits, including VIP visits, ensuring rooms are prepared, schedules are followed, and hospitality is arranged.
• Manage all deliveries, shipments, mail, and packages for the facility.
• Monitor and maintain office supplies and facility stock, proactively replenishing as needed.
• Assist with purchasing activities and coordinate approvals for office and operational needs.
• Maintain a clean, professional, and welcoming office environment, coordinating any facility upkeep as needed.
• Serve as the main vendor liaison, including:
  • Scheduling and tracking service requests (IT, maintenance, repairs, etc.).
  • Coordinating vendor visits and service windows.
  • Escorting weekly cleaning crews and other service personnel.
• Support the operations team with administrative and project-related tasks as needed.
• Assist with planning and setup for company events, meetings, and internal gatherings.

Executive & Staff Support:

• Manage CEO scheduling needs, including meeting coordination, on-site and off-site visits, and special engagements.
• Coordinate travel for all staff members, including flights, hotels, ground transportation, and itineraries.
• Ensure travel documentation (confirmations, tickets, schedules) is accurate and distributed in advance.
• Handle the CEO’s mail, deliveries, and special requests, ensuring timely attention.
• Keep the CEO’s office organized and fully stocked with necessary supplies and meeting materials.
• Prepare meeting rooms for the CEO and visiting executives, including technology setup and refreshments.
• Plan and execute VIP visits, ensuring top-level hospitality, food and beverage setup, and seamless schedules.
• Assist with internal and external event coordination, including catering, logistics, and vendor communication.
• Maintain confidential files, documents, and records with discretion.
• Anticipate needs for the CEO and staff, proactively resolving potential logistical challenges.

Preferred Qualifications:

• 3+ years of experience in administrative support, office management, or executive assistant roles.
• Proven ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills with a professional demeanor.
• Experience coordinating travel and event logistics for executives or teams.
• Proficiency in Microsoft Office Suite and/or Google Workspace.
• Highly organized, detail-oriented, and capable of anticipating leadership needs.
• Comfortable handling confidential information and working in compliance-sensitive environments.

Additional Requirements:

• Ability to lift and move packages up to 25 lbs as part of delivery handling.
• Flexible to work early, late, or occasional weekend hours for VIP visits or events.
• Must be a U.S. Citizen and eligible for a U.S. government clearance.

Positive, proactive, and solutions-oriented mindset with strong problem-solving skills!