Operations

Executive Assistant to CEO and Executive Office
Sunnyvale, CA

A³ by Airbus is the Silicon Valley outpost of Airbus. The mission of Airbus is to make things fly. Our job at A³ is very simple: we seek to disrupt Airbus (and the competition) before anyone else can. And in the process, we are setting out to build the future of flight.

At A³, we execute projects and foster partnerships. Projects are ambitious, risky, time-constrained undertakings that culminate in a demonstration at convincing scale—something that’s more than a mere prototype, but somewhat short of a product. A³ develops technology partnerships enabling us to work within the Silicon Valley ecosystem to meet project objectives while connecting our parent company to new developments and talent.

The Opportunity 

A³ is seeking an Executive Assistant to the Chief Executive Officer. The Executive Assistant (EA) is responsible for the operational execution of the A³ Executive Office (EO) in line with the CEO’s business needs and priorities, and for facilitating effective relationships between the Executive Team and the rest of A³. The ideal candidate is someone who has experience in a large organization as well as a fast-paced start-up type environment. You are proactive, a great communicator, and highly skilled at anticipating needs, exercise good judgement in a variety of situations, and expertly balance multiple priorities. More broadly the duties and responsibilities of an EA include scheduling meetings, greeting visitors and providing high level executive support. A successful candidate should have prior experience and exposure to a variety of software tools and be able to navigate the demands of high volume of requests.

Responsibilities

  • Track critical administrative action items and meetings, ensuring timely action by the Executive Office and other relevant parties
  • Prioritize time-sensitive matters arising from communication on behalf of the CEO, respond, re-direct, and bring them to the CEO’s attention
  • Navigate relationships with external partners and stakeholders, such as A³ board members, Airbus colleagues, and other external parties
  • Oversee booking and managing of quarterly Board meetings
  • Efficiently plan, coordinate and execute all meetings and events for the Executive Office
  • Plan offsites/group meeting’s/misc events
  • Manage projects and/or oversee them on behalf of the CEO
  • Book and manage extensive travel arrangements to include: domestic and international – air, hotels, ground transportation, visa and passport requests, effectively working with multiple time zones
  • Submit and reconcile expense reports
  • Provide high-level support to executive-level visitors
  • Coordinate with Operations Team to understand processes and business operations in support of the Executive Office
  • Coordinate the booking and management of extensive travel arrangements to include: domestic and international – air, hotels, ground transportation, visa/passport requests, working with multiple time zones
  • Help train, guide and mentor projects' administrative assistants
  • Adapt and re-prioritizing as needed
  • Exercise utmost confidentiality in sensitive aspects of all of the above
  • Perform other duties as needed and assigned

 Qualifications

  • A strong sense of urgency and flexibility
  • Bachelor's degree and at least 5 years of experience supporting C-level executives 
  • Experience supporting senior level executives in a fast-paced environment  
  • Knowledge of G-Suite products; Slack; as well as other Project Management and Financial Software
  • Ability to prioritize and multitask
  • Strong organizational skills and professional demeanor