Executive Assistant

Executive Assistant

At Parallax Advanced Research, our work is rooted in innovation, collaboration, and national impact. As a nonprofit research institute, we partner with government, academic, and industry clients to solve complex challenges in AI, aerospace, human-machine teaming, andbeyond. As an Executive Assistant, you will support this Parallax mission through providing executive administrative support for members of the Parallax Advanced Research leadership team.

In This Role, You Will:

• Responsible for internal and external communications for the Parallax Advanced Research executive. Interacts on behalf of the leadership team with senior level business and military leaders, community stakeholders, and clients in confidential matters requiring initiative and judgment.
• Serves as primary contact point on behalf of the executive and internal and external stakeholders.
• Collaborates with numerous Parallax Advanced Research clients and community organizations for various projects.
• Prepares and edits documents and materials by transcribing, formatting, inputting, retrieving, analyzing, and copying text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence and email; drafting emails, letters, and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Prepares agendas and meeting materials for executive.
• Organizes files and documents for executive for easy tracking and retrieval.
• Assists executive in prioritizing key tasks and initiatives; tracks tasks and follows up on outstanding items and issues.
• Attends meetings, sometimes in the executive's absence, speaking on behalf of the executive, in alignment with predetermined strategy and objectives.
• Takes meeting notes/minutes and tracks action items assigned to team members.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Provides on-site event and meeting support in conjunction with administrative team, including preparation of meeting materials, room preparation and reset, coordination of catering, and other meeting support.
• Prepares, submits, and tracks purchase requests and expense reports.
• Maintains customer confidence and protects company by keeping information confidential.
• Completes projects by collaborating with other administrative staff and following up on project status.
• Completes other various office functions such as shipping items, ordering supplies, and other tasks as assigned.

We're Looking for Someone Who:

• A Bachelor's degree preferred; experience will be considered in lieu of a degree
• A minimum of 5 years of administrative experience with increasingly more responsibility.
• As a DoD/DoW Contractor, must be a US Citizen
• Demonstrated ability to provide executive leadership support.
• Strong initiative, proactivity, and self-direction.
• Stringent confidentiality and discretion
• The ability to work in a fast-paced environment and manage multiple, competing priorities.
• Strong organizational skills.
• Strong interpersonal skills with the ability to work with many personalities.
• Strong critical thinking and decision-making skills.
• Strong verbal and written communication skills with the ability to communicate with the public and handle sensitive information discreetly.
• Strong collaboration skills.
• Strong desire to conduct work with excellence.
• Must possess administration skills, including but not limited to: reporting, supply management, scheduling, time management, presenting, and travel logistics.
• Proficiency in standard computer platforms and software applications (MS Outlook, Word, Excel, PowerPoint, Teams, and Visio).

Furthermore, do you have, or want to develop these skills:

• Detailed working knowledge of the Air Force and Department of Defense (DoD) Research community.

Why Join Parallax? We offer a workplace that values both personal well-being and professional growth, along with a robust benefits package:

• Health Benefits: Medical, dental, and vision coverage
• Insurance: 100% employer-paid life, short- and long-term disability
• Retirement: Roth or pre-tax 401(k) with company match + annual employer contribution
• Education: 100% tuition coverage for employees + 80% for dependents
• Time Off: 25 days of PTO, flex holidays, paid parental leave, and military leave
• Work-Life Balance: PTO sell-back program and hybrid flexibility for select positions

At Parallax, we believe in advancing science and serving the public good—and we're looking for team members who do too. If you're ready to support big ideas through precise execution, we encourage you to apply. Parallax Advanced Research is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.