Executive Assistant

Executive Assistant

Vast is developing next-generation space stations and space infrastructure using an incremental, hardware-rich, and low-cost approach. Vast is rapidly developing its multi-module Haven Station to ensure a continuous human presence in space for America and its allies, enabling advanced microgravity research and manufacturing, and unlocking a new space economy for government, corporate, and private customers. Haven Demo's 2025 success made Vast the only operational commercial space station company to fly and operate its own spacecraft. Next, Haven-1 is expected to become the world's first commercial space station when it launches in 2027, followed by additional Haven modules. Additionally, the company recently announced Vast Satellite, a high-power satellite product line leveraging its space station components and the heritage of Haven Demo. Headquartered in Long Beach, California, and with more than 1,000 employees and over a billion dollars in private capital, Vast has built the facilities required to manufacture and operate America's next space station. The company plans to develop future habitats and systems for the Moon and Mars, dedicated space stations for government partners, and other crewed systems that will unlock the expanding long-term space economy.

Vast is looking for an Executive Assistant, reporting to the SVP, Special Projects. We are seeking a highly organized and proactive Executive Assistant to support our senior leadership team across Special Projects, National Security, Vast Satellites, and Marketing in managing the day-to-day operations and play a crucial role in providing administrative support, facilitating communication, and contributing to the overall success of our organization and culture. This role will serve as a highly trusted operational partner to a small group of executives, managing day-to-day logistics, enabling cross-functional coordination, and helping increase leadership effectiveness.

This will be a full-time, exempt position located in our Long Beach location.

Responsibilities:

• Act as a central point of contact, facilitating communication between executives, internal teams and external partners
• Handle sensitive information and matters with a high level of discretion and maintain confidentiality
• Skillfully manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements
• Partner with multiple primary executives to maintain organizational structure, strategic direction, and cross-functional relationships built on trust and partnership.
• Create opportunities and initiatives to bring department team members together with a goal to further team building and team engagement
• Organize and execute on potential customer visits and tours to inspire and capture business
• Help create white glove service for unique exceptional recruiting candidates on-site
• Draft, review and send communications on behalf of company executive
• Prepare and distribute materials for meetings, attend meetings and ensure all documentation is readily available
• Collaborate with other departments on projects as needed
• Collaborate with cross-functional stakeholders and other EA's to ensure meeting requests and VIP visits are well-scoped, and aligned with the executives priorities.
• Confident to push back when protecting the executives time
• Track and manage executive expenses and process reimbursements

Minimum Qualifications:

• 3-5+ years of experience as an Executive Assistant to VP-level executives in both internal and external/partner/customer environments
• Advanced proficiency in Google Workspace and Slack
• Bachelor's Degree

Preferred Skills & Experience:

• Experience supporting executives in a fast space startup environment
• Experience exercising discretion and confidentiality with highly sensitive company information
• Ability to effectively manage multiple projects and handle competing deadlines
• Ability to grow and maintain a network of external Executive Assistants within Vast ecosystem
• Event and meeting planning
• Excellent communication, both written and verbal
• High level of attention to detail and accuracy
• Ability to handle multiple tasks and prioritize effectively
• Strong organizational and time-management skills
• A passion for fostering a positive work culture
• Ability to learn and anticipate executive needs
• Proven ability to be an independent and self sufficient team member tasks that are handed off get done, no follow-up needed

Additional Requirements:

• Ability to be on site daily at our HQ in Long Beach
• Willingness to work evenings and/or weekends to support critical mission milestones
• Travel up to 10% of the year to support big industry events

Pay Range: California

$96,000 - $137,000 USD

Compensation and benefits Base salary will vary depending on job-related knowledge, education, skills, experience, business needs, and market demand. Salary is just one component of our comprehensive compensation package. Full-time employees also receive company equity, as well as access to a full suite of compelling benefits and perks, including: medical, dental, and vision coverage for employees and dependents, generous paid time off; up to 20+ days of vacation for exempt staff and up to 10+ days of vacation for non-exempt staff with the ability to cash-out unused vacation annually, paid parental leave, short and long-term disability insurance, life insurance, access to a 401(k) retirement plan, ClassPass credits, personalized mental healthcare through Spring Health, and other discounts and perks. We also take pride in offering exceptional food perks, with snacks, drip coffee & onsite barista, cold drinks, and dinner meals remaining free of charge, and lunch subsidized as part of Vast's ongoing commitment to providing high-quality meals for employees.

U.S. Export Control Compliance Status The person hired will have access to information and items subject to U.S. export controls, and therefore, must either be a "U.S. person" as defined by 22 C.F.R. 120.62 or otherwise eligible for deemed export licensing. This status includes U.S. citizens, U.S. nationals, lawful permanent residents (green card holders), and asylees and refugees with such status granted, not pending.

Equal Opportunity Vast is an Equal Opportunity Employer; employment with Vast is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.