Executive Assistant

About CycloKinetics CycloKinetics is advancing the next generation of high-performance propellants for aerospace and defense. Our highly innovative technology allows us to harness existing energy from biomass and convert it to superior performance fuels and propellants across aviation, aerospace, and defense applications.    We are a team of engineers, scientists, and operators driven by performance, innovation, and national security impact, focused on building scalable, domestic energy solutions that power the future of propulsion. CycloKinetics is based in Salt Lake City, Utah.     We’re looking for detail-oriented team members who pride themselves on solving problems while bringing positive energy and strong communication skills to the table. If this describes you, come join our team today and contribute to the success of our organization!   Job Summary The Executive Assistant (EA) provi des hi gh -l evel ad ministra tiv e sup port to the CEO and i s responsible for m anaging the day -to-day coo rdination of the CEO’s sch edule , prior iti es, and commitments. This rol e require s a highly organi zed, proacti ve , an d detail-o rie nted ind ividual who can a nt icipate needs , ex ercise sou nd judgment , and work indep e nden tly in a fa st-paced environ ment . The E A serv es as a key point of contac t for in ternal and extern al sta keho ld ers, f acili tates ef fec tive comm unication , and helps ensu re priori ties and commi tme nts are ad dressed in a timely ma nner .    The EA works cl osely with the Chi ef of Staf f and e xecutive leadership team to coo rdinate sc he dules, informa tion, and priori ties acr oss the org anization . This is a full-time , on-site position that re ports t o the Chief of Staff .     Essential Job Functions & Responsibilities Provide comprehensive, high-level administrative support to the CEO, anticipating needs and helping ensure priorities, commitments, and follow-up are effectively managed.   Manage the CEO’s complex and frequently changing calendar, including scheduling and prioritizing meetings, resolving conflicts, coordinating with internal and external stakeholders, and proactively anticipating scheduling needs.   Coordinate all aspects of the CEO’s domestic and international travel, including flights, accommodations, ground transportation, itineraries, travel documentation, and changes or issues that arise before or during travel.   Monitor upcoming commitments, deadlines, travel, and other priorities to proactively identify potential conflicts or needs requiring attention.   Adapt quickly to changing priorities and manage last-minute scheduling, travel, meeting, and logistical changes as they arise.   Prepare and submit the CEO’s expense reports and maintain accurate supporting documentation.   Serve as a key point of contact for individuals and organizations seeking to engage with the CEO; communicate professionally with employees, board members, investors, government representatives, business partners, and other external stakeholders.   Work closely with the Chief of Staff, executive leadership team, directors, and other internal stakeholders to coordinate priorities, meetings, information, and activities involving the CEO.   Coordinate Board of Directors meetings and related activities, including scheduling, travel assistance, meeting and meal logistics, communications, and other administrative needs.   Support effective communication and coordination across departments by facilitating the timely exchange of information and following up on outstanding items as appropriate.   Manage confidential and sensitive executive, board, personnel, financial, and company information with discretion and sound judgment.   Coordinate company-related employee functions and special events as assigned.   Manage ongoing and ad-hoc projects and administrative initiatives on behalf of the CEO and Chief of Staff.   Assist in ensuring excellent organizational communication with staff and between departments to foster a positive company culture.   Provide support to the executive team as necessary, including scheduling and maintaining calendars, coordinating travel, and submitting expenses.   Work closely with C-Suite, Directors, and the Chief of Staff, offering administrative support on specific assignments.   Thoroughly understands, follows, and enforces all CycloKinetics policies and procedures along with applicable laws and guidelines for employee privacy, confidentiality, etc.   Implements and manages various ongoing and ad-hoc projects and tasks.   Will assist with running errands as needed.   Perform other duties as assigned.   Minimum knowledge, skills, and abilities required Highly organized with strong time-management skills and the ability to prioritize multiple deadlines.   Proactive and self-motivated with a demonstrated ability to take initiative and anticipate needs.   Strong interpersonal and communication skills, both written and verbal.   Tech-savvy and proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with knowledge of project management and scheduling tools.   Able to maintain discretion and confidentiality with sensitive information.   Comfortable working in a dynamic, fast-paced environment and shifting gears quickly when priorities change.   Friendly, professional demeanor with a service-oriented mindset.   Required Qualifications 3 to 5 years of progressive experience in an executive or administrative support role, preferably supporting senior management.   Associate’s or Bachelor’s degree in Business preferred. High School Diploma or the equivalent is acceptable with a minimum of 5 to 7 years of progressive experience in an executive or administrative support role, preferably supporting senior management.   Physical Demands Work is performed in an office environment and requires the ability to opera