Senior Executive Assistant

As a Senior Executive Assistant at Vast, your primary responsibilities will include managing executive calendars, coordinating meetings and travel arrangements, and drafting communications on behalf of the company's C-suite executives. You’ll play a crucial role in facilitating communication between executives and various teams, ensuring that all necessary documentation is ready for meetings, and overseeing executive expenses and reimbursements. Overall, you will contribute significantly to maintaining high organizational standards and supporting company culture.

To be considered for the Senior Executive Assistant role at Vast, you should have at least 5 years of experience in providing support to C-suite executives in a fast-paced environment. Advanced proficiency in Google Workspace and MS Office is required. A Bachelor’s Degree or equivalent work experience is preferred, along with strong communication skills, excellent organizational abilities, and a passion for fostering a positive work culture.

The work environment at Vast is collaborative and innovative, centered around our mission to revolutionize space travel. As a Senior Executive Assistant, you will need to be onsite in Long Beach, engaging closely with C-suite executives and contributing to team initiatives. You should be prepared for a dynamic workspace that values creativity and teamwork, along with a supportive culture that celebrates diversity and inclusion.

At Vast, we value the growth and development of our employees, including Senior Executive Assistants. You will have opportunities to engage in professional development initiatives, collaborate with various departments, and take part in team-building activities. The supportive culture empowers you to think outside the box and contribute to exciting projects that align with your career aspirations.

As a Senior Executive Assistant at Vast, you will enjoy a comprehensive benefits package that includes 100% medical, dental, and vision coverage for employees and their dependents, flexible paid time off, and various wellness perks such as ClassPass credits and personalized mental healthcare. Additionally, employees have access to free meals, ensuring that you stay energized while you work towards our exciting mission in space.

When answering this question, provide specific examples of your past roles, focusing on how you managed schedules, organized communication, and handled confidential information. Highlight any challenges you've overcome and demonstrate your proactive approach in assisting executives.

Discuss your methods for prioritizing tasks, such as using digital tools to keep track of deadlines and urgent requests. Explain how you communicate with your executives to understand their priorities and adjust as necessary, ensuring you are effectively meeting their needs.

It's crucial to demonstrate your understanding of confidentiality protocols. Discuss specific practices you follow, such as limiting access to sensitive documents and maintaining discretion in conversations. You might share an example of a situation where you successfully handled sensitive information to build trust.

Share your strategies for maintaining professional relationships even in challenging situations. Illustrate your approach with a specific example of a conflict you've resolved proactively, emphasizing your communication skills, empathy, and ability to stay calm under pressure.

Mention your proficiency in Google Workspace and MS Office, and explain how you leverage specific features, such as calendar management or document sharing, to streamline your work. Discuss your ability to adapt to new tools and technologies that enhance productivity.

Provide an overview of your scheduling process, highlighting your attention to detail and your ability to anticipate needs. Mention how you manage overlapping appointments and communicate effectively with executives to ensure optimal time management.

Discuss your organizational methods, such as using project management software or creating to-do lists. Give examples of how you've efficiently juggled multiple responsibilities while meeting deadlines and maintaining a high level of accuracy.

Outline your meeting preparation process, including researching agenda items, gathering necessary documents, and ensuring all technologies are working properly. Emphasize the importance of being proactive and thorough to facilitate productive discussions.

Share examples of initiatives you've taken to promote team-building and collaboration, such as organizing events or workshops. Highlight the impact of such initiatives on team morale and productivity.

Express your passion for space exploration and how it aligns with your professional goals. Discuss the importance of working alongside talented individuals who share a commitment to innovation and making a positive impact in the world.