Executive Assistant - Chief of Staff

Job Description

Job Description

DEPARTMENT: Management

REPORTS TO : Chief of Staff

POSITION SUMMARY/OBJECTIVE: 

The Executive Assistant for the Chief of Staff (EACOS) provides administrative and project management support to the Chief of Staff (COS) and the COS team. This individual takes initiative and works independently on a variety of special projects as directed by the COS. The EACOS works in close partnership with the Chief Executive Assistant (CEA) and supports day-to-day Space Foundation operations and the execution of key business priorities. They are an influencer throughout our organization, working closely with the larger team to improve strategic and organizational operations and ensure alignment and accountability around Space Foundation goals and critical business priorities. The EACOS also acts as a mentor to the broader administrative professional staff and is a partner for training and developing those individuals.

RESPONSIBILITIES:  

The following briefly describes representative responsibilities of this job, but it is not intended to be a complete or all-inclusive listing of activities, duties or responsibilities that are required of this position:

• Collaborates with Space Foundation senior leaders to manage the COS’ calendar, appointments, and external appearances, to include prioritizing schedules based on knowledge of the Foundation’s business priorities.
• Works closely with the COS to prepare for, plan, coordinate, track taskings, and assemble the agenda and other meeting materials and presentations as may be required for Foundation meetings, with specific emphasis on weekly senior leadership meetings. 
• Coordinates preparations, logistics and agenda, maintains notes and records, and manages semi-annual strategic planning meetings.
• Manages the Space Foundation strategic calendar.
• Maintains internal SOP and policy tracker system, ensuring timely reviews, updates, and proper posting for use by SF staff.
• Coordinates travel plans, travel preparation and itineraries for the COS.
• In collaboration with CEA and COS, develops and manages the program or department budget, ensuring adherence to budgetary standards, proactively tracking expenditures, and communicating deviations to Finance in a timely and transparent manner.
• Screens incoming calls and correspondence, responds independently when possible, and ensures that unsolicited calls, queries and correspondence are directed to the cognizant manager when appropriate.
• Designs and composes correspondence, confidential correspondence, memoranda, charts, tables and graphs.
• Serves as the back up to the CEA in providing support to the CEO and the Board, as needed.
• Creates and maintains databases and spreadsheet files appropriate to the support of the COS and the senior leadership team. 
• Create, maintain, edit, update and prepare a variety of presentations and/or speeches.
• Creates and maintains Space Foundation senior leadership records as required.
• Acts as a mentor for Space Foundation administrative team members by supporting development and training in collaboration with the CEA. 
• Utilizes the Space Foundation event planning department to coordinate arrangements for food, beverages, meeting space and all logistics related to meetings and events that may be required by the COS, CEO, and other members of the management team.
• Performs other duties and special projects as may be assigned.  
• 5-10% travel is required. 

SUPERVISOR RESPONSIBILITIES:

• This position does not have supervisory responsibilities.

BUDGETARY RESPONSIBILITIES:

• Develops and manages the program or department budget, ensuring adherence to budgetary standards, proactively tracking expenditures, and communicating deviations to Finance in a timely and transparent manner.

COMPETENCIES:

The following briefly describes knowledge, skills, abilities and characteristics associated with this position, including any required experience, education, licensure, certification, or combination thereof:

• Superior interpersonal skills and demonstrated ability to handle sensitive and confidential information and situations with integrity, trustworthiness, and discretion. The position continually requires demonstrated poise, tact, and diplomacy.  
• Accuracy and attention to detail are demanded in all aspects of the position: composing, typing and proofing materials, establishing priorities, and meeting deadlines.    
• Ability to work in a fast-paced environment with demonstrated ability to effectively handle multiple competing tasks and demands.  
• Ability to identify and resolve problems in a timely manner, gather and analyze information skillfully, and maintain confidentiality.   
• Ability to speak clearly and persuasively in all situations and demonstrate group presentation skills. This includes the ability to connect and converse with high-level military and government officials, as well as key industry stakeholders.
• Ability to prioritize work activities and exercise strong time management skills.   
• Ability to demonstrate accuracy, thoroughness and monitor own work to ensure high quality standards are met.  
• Ability to adapt to and calmly manage frequent changes, delays, or unexpected events in the work environment.
• Ability to work both independently and in a group/team setting.

QUALIFICATIONS:

• Bachelor’s degree in business, management, communication or related field, and a minimum of 5 years progressively responsible work experience, or a comparable blend of education and experience, is required.  
• Previous experience supporting senior executives in a dynamic, fast-paced environment.   
• Strong knowledge and experience utilizing the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook are required.
• Previous experience supervising and leading administrative professional staff preferred. 
• Project Management experience preferred.

PHYSICAL DEMANDS:

This position involves extended periods of sitting or standing at a workstation and frequent use of a computer and other standard office equipment. Occasional movement, including walking, lifting, or carrying items of up to 25 pounds, may be required. Reasonable accommodation will be provided to support individuals with disabilities in performing essential job functions.

WORK ENVIRONMENT:

This role is primarily based on an office environment, with access to standard equipment and furnishings. The employee may occasionally be required to participate in offsite meetings or events, including potential travel as needed. The work environment is generally quiet to moderate in noise level. Reasonable accommodation will be made for individuals with disabilities. 

JOB STATUS: 

• FLSA Classification: This position is an exempt according to guidelines of the Fair Labor Standards Act and, as such, an individual in this position is not eligible to receive overtime pay.
• Full- or Part-Time: This position is full-time in nature.  An individual in this position will work a schedule consisting of 40 hours per week.
• Work Location: This position’s primary work site is the headquarters location in Colorado Springs, CO. Under our current hybrid work policy, this role is eligible for up to two work-from-home days per week, with the remaining days worked on-site.
• Regular Schedule: The position's usual business days are Monday through Friday, and its usual business hours are from 8:00 A.M. to 5:00 P.M. in the time zone in which it is located.

BENEFITS:

Space Foundation offers a comprehensive benefits package including:

• Medical, dental, and vision insurance
• Employer-paid basic life and AD&D coverage
• Short- and long-term disability insurance
• 401(k) plan with employer contribution
• Paid holidays and generous paid time off
• Access to employee assistance program (EAP)

EEO STATEMENT:

Space Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.