Executive Assistant/Operations Coordinator
Seattle, WA
Executive Leadership /
Full Time, Permanent /
On-site
Kapta Space, a VC-funded early-stage startup in Seattle, WA, is breaking new ground in Geospatial Intelligence. Our technology centers around a proven, scalable electronically-steered radar for sophisticated spaceborne applications such as earth observation using synthetic aperture radar (SAR) techniques, as well as enabling advanced defense missions such as target tracking.
Kapta Space is seeking an Executive Assistant/Operations Coordinator to provide support and assistance to executive leadership. As Kapta is an emerging technology start-up, successful candidates are individuals who are proactive and self-motivated while also being open to collaborating and supporting tasks and special projects across the entire organization.
This role will support Kapta Space executive leadership by providing day-to-day administrative assistance with calendaring, appointments, written communication and correspondence support; external-facing communications; and logistics and travel arrangements. In addition to supporting executive leadership, the role supports key stakeholders with special projects and initiatives as needed. This position reports directly to the CEO/Founder.
You Are the Right Fit If:
- You have relevant experience and are comfortable supporting executive leadership-level positions.
- You are easygoing and approachable, with a calm personality and a desire to adapt and address evolving needs as they arise.
- You have excellent verbal and written communication skills, value confidentiality, and are able to deliver high-quality work under deadlines.
- Demonstrate great instincts in anticipating the needs of the executives – and the larger team of stakeholders - often supported without much guidance.
- You are a resourceful self-starter who is comfortable working in a highly-collaborative, fast- paced environment.
- You can manage both professional and personal tasks with ease.
- You are passionate and eager to contribute wherever necessary to help achieve company success.
Responsibilities of the Role
- Provide high-level administrative support to the executive leadership team ensuring seamless rhythm of business (ROB) operations.
- Manage multiple calendars, including scheduling meetings, prioritizing commitments, and resolving scheduling conflicts proactively.
- Time management of executive schedules to align with key business objectives, ensuring efficient time management in line with company goals.
- Management of meeting logistics to ensure efficient and productive meetings
- Coordinate travel arrangements for executive team and key stakeholders, including flights, accommodations and itineraries. Oversee travel expenses and reimbursement management.
- Prepare and edit correspondence, presentations, reports, and other documents with a strong focus on accuracy, confidentiality and professionalism.
- Handle confidential and sensitive information with discretion and sound judgment.
- Build relationships with key stakeholders both internally within the company and externally outside of the organization.
- Prioritize conflicting obligations and needs, independently and proactively carry out projects to completion on tight deadlines.
- Leads large scale planning for Kapta meetings, coordinating content and slides. Organize in-person offsite meetings, including working with external venues and internal team members.
- Manage and contribute to special projects for internal stakeholders as needed.
- Bonus if candidate has experience supporting IT functions and can provide tech troubleshooting.
Requirements of the Role
- Experience: Minimum of 5+ years providing executive-level support, including experience working with senior executives in high-profile organizations
- Education: Bachelor’s degree or equivalent work experience preferred
- Global Travel Expertise: Extensive experience coordinating complex global travel logistics, including international documentation preparation
- Technical Proficiency: Early adopter of new tools, systems, and processes, with expertise in Microsoft Office and AI-based tools. We currently use ChatGPT Pro
- Adaptability: Comfort working in an often-ambiguous environment, demonstrating a proactive and positive attitude to change
- Attention to Detail: Impeccable attention to detail, ensuring flawless execution in scheduling, documentation, and travel arrangements
- Prioritization and Urgency: Ability to understand, collaboratively manage and prioritize multiple requests across the organization with a focus on quality and efficiency
- Ownership and Initiative: Anticipates needs and delivering creative solutions for executive leadership and internal team members
- Collaboration and Teamwork: Works effectively within a team environment, partnering with colleagues across departments to ensure alignment and operational success
- Communication Skills: Outstanding verbal and written communication skills to effectively interact with a diverse range of stakeholders
- Integrity and Discretion: Maintains the highest level of confidentiality, integrity, and professionalism
To conform to U.S. Government space technology export regulations, including the International Traffic in Arms Regulations (ITAR), Kapta Employees must be U.S. citizens, lawful U.S. permanent resident (i.e., current Green Card holder), or lawfully admitted into the U.S. as a refugee or granted asylum, or be eligible to obtain the required authorizations from the U.S. Department of State or Commerce as applicable.
Kapta Space is committed to a diverse and inclusive workplace. We believe that diversity drives innovation, strengthens our team, and broadens our capabilities. We are an equal opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. We welcome applicants from all backgrounds and encourage individuals from underrepresented groups to apply.
