Executive Assistant - Aerospace - Fort Worth, TX

Exceptional Admins (EA) is seeking a professional for an opportunity with an Aerospace company based in Denver, Colorado with a move to the Fort Worth, Texas metro.

About the organization and team

The company is a dynamic player in the advanced aerospace sector, focused on revolutionizing private air transportation with a groundbreaking aircraft design that combines the performance of a business jet with the versatility of vertical takeoff and landing (VTOL). With a visionary business plan in place, the company has already secured over 700 conditional pre-orders, positioning itself for substantial growth and projecting over $7 billion in potential revenue. The leadership team, led by an experienced executive with over 35 years in the aerospace and other industries, is committed to driving innovation and strengthening the company's leadership in aviation. Recently, the company implemented a strategic share consolidation to enhance its balance sheet and solidify its long-term growth prospects.

Currently based in Colorado, the company is in the process of relocating to Fort Worth, TX, acquiring a new office space to further support its operations. The office design will reflect a balance of class and energy, creating an environment for high-performing, fun professionals. With a team currently consisting of about 50 team members, the company plans to grow its workforce to 100 by the end of the year. Through grit, precision, and a strong focus on collective goals, the company is poised to make a significant impact in the aerospace industry.

Hiring goal

The CEO seeks an established executive assistant who brings a very robust toolbox of assisting skills, along with experience in making executive decisions on behalf of a C-level executive. You should naturally be proactive, embody a collaborative spirit, and most of all, be someone who likes to work hard. Among a rich workload, the individual will be managing a fully stacked calendar, steady stream of demands while the executive is traveling, all while exercising your center of influence personality as you handle tasks and make decisions to keep things moving forward. The role calls for a very organized person who knows how to anticipate, is passionate about the details (you might have a healthy obsession), and someone who is a top notch task-ninja.

This Executive Assistant position is very active in the day-to-day covering a variety of things leaving no two days alike. The role comes with great responsibility and requires an individual that’s both charismatic and trustworthy. The right candidate will be strongly focused on providing incredible service while balancing multiple tasks for the executive and stakeholders of the company along with his / her own responsibilities. The goal is to place the right fit for the needs of today and the future.

Company currently holds rankings (resource) :

85 in best start-up companies to work for in Colorado

3 in best start up companies to work for in Englewood, CO (current headquarter location)

8 in best technology companies to work for in Englewood, CO

ROLE OVERVIEW

CEO Support – 85%

Core Responsibilities :

Heavy inbox management

Prepare correspondence messages

Heavy calendar coordination; CEO currently has three calendars (consolidation project in first 90 days)

Coordinate meetings, calls, and in-person activities :

Includes interacting with outside stakeholders

The executive can be found traveling on a regular basis, both domestic and internationally

At times, you’re the glue / remote assistant, ensuring all things fall into place nicely (nights and weekends, on occasion)

Reconcile business expenses (Expensify)

Keep records of important documents (such as contracts, legal documents, documents requiring notary signatures, etc.)

Maintain and use password security storage portal (currently analog for password management and needs to be digital, project in first 90 days)

Become a highly informed partner knowing all deadlines and tasks to proactively anticipate executive’s needs; plus, recommend and act to resolve any hurdles

Oversee and manage to-dos to meet deadlines; consider launching innovative solutions to streamline activities ( e.g., Trello)

Organize monthly stakeholder meeting activities

Work with Board of Directors

Support meeting preparations (monthly virtual, and quarterly in-person all day), some logistic support (i.e., hotel and dinner)

Complete non-routine, complex projects and assignments which may include creating spreadsheets, databases or other confidential documents

Organize 1 : 1 meetings with team members to routinely check in and stay up-to-date on all activities, deliverables and deadlines; receiving meeting agendas and objectives in advance

Help coordinate and support company Town Hall Meetings (global, quarterly)

Other Support – 10%

Work with executive on 12-month rolling calendar activities for office of the CEO (e.g., travel, conference commitments, board activities, and the like)

Performs office management tasks, including maintaining records, ordering supplies / furniture, maintaining inventory of snacks and drinks for in-office employees and visitors catering, coordinating local events and marketing support

Travel as needed from Fort Worth to Denver during company move transition (over next 12-months)

Assist with the new office build out project in Fort Worth

Assist with travel arrangements for other C-suite executives (on occasion)

Personal Support – 5%

Schedule personal appointments such as doctor’s appointments or non-work-related dinners, calls, etc.

Property management assistance

Complete tasks and manage schedules for the executive’s additional business involvements, unrelated to the aerospace company

Be liaison to all investment activities

Desired Background and Attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of “must haves.”

Experience working with a CEO, Founder, or Start-up, highly desired

85% of your skills meet the needs of the role

Experience supporting investor relations, a plus

C-Suite experience, a plus

Supporting multiple stakeholders and additional executive team members simultaneously, a plus

Proficient with Microsoft Office Suite (daily use of Word , Excel , Teams, Outlook, PowerPoint)

Familiar with Expensify

Nimble, adaptable, charismatic, and entrepreneurial mindset, a big plus

Be technically savvy and resourceful and industrious (i.e. find ways to consolidate responsibilities with intuitive technology resources)

Experience with confidentiality, mandatory

Company Offerings

Hours : Monday through Friday, 8 : 00am – 5 : 00pm, some nights and weekends may be required

Salary : $83k to $115k

Bonus : Company bonus program, eligible to earn up to 20% annually

401(k) / Profit sharing : up to 3.5% company match

Vacation : 15 days PTO accrual plus 6 additional wellness days for full time regular employees

Holidays include : 15 company holidays including 4 company-wide global holidays once per quarter

Healthcare provider / benefits : Health, dental, and vision benefits (eligibility : first day of the month following the start date); Company currently covers 80-90% of premiums - plan dependent; 100% basic life insurance, short and long-term disability

Parking : On-site

Office Perks : Company outings, innovative and technologically advanced office space and working environment, dog-friendly environment, nourishing snacks

Interview Cadence (understanding things may pop up)

Phone screen between candidate and Exceptional Admins (30-mins)

If a fit, candidate creates personal, admin portfolio (2.5-hrs)

Once candidate’s fit is confirmed, conduct video interview with Exceptional Admins (30-mins)

First client interview : video screen with company CEO, (30-mins)

Second client interview : Onsite interview in Denver, CO with candidate and team (2-hrs)

Third client interview (optional) : Phone call with one or two staff members (30-mins)

Client connects with references

Hiring decision

Is this the right fit for you?

The ideal employee would meet 8 out of the 11 attributes to be successful (and fulfilled) in this role :

You.like.being.busy

You are craving a role where you can exercise your inner entrepreneurial spirit

You enjoy proactively listening and observing then offering solutions to improve processes

Joining a dynamic group of professionals lights you up

Exceptional self-directed work ethic

Exceptional problem-solving skills where challenges don’t fluster you but energizes you to ‘figure-it-out’

One of your highly regarded traits is being personable

You crave things to be organized, you may be called “type-A” by some

You are energized to work with distinguished clients and businesses

You love the win-energy that happens when you anticipate the needs of others

You would self-describe as “poised and professional and your forte is to offer a high-quality service-mindset to all relationships”

XTI Aerospace (NASDAQ : XTIA) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, a drug screen and background investigations.

Salary : $83,000 - $115,000