Executive Assistant at Ephemeris Net

El Segundo, California, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Jul, 26

Salary

110000.0

Posted On

25 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive support, Calendar management, Travel coordination, Event planning, Operations management, Vendor management, Facilities management, Project tracking, Microsoft 365, Rippling, Onboarding, Process automation, Written communication, Documentation, Confidentiality, Logistics

Industry

Satellite Telecommunications

Description

The role We are hiring an Executive Assistant to be the operational backbone of Ephemeris Net. This is a high-trust, high-visibility role that touches nearly every part of the company; people, office, vendors, IT, and executive support. We want to be upfront about the shape of this role. In the early days, the work will lean heavily toward executive support and day-to-day administration: scheduling, onboarding logistics, processing invoices, owning the office, and covering operations functions in transition from our parent incubator. That is the foundation, and it is the job for the first several months. From there, the role grows with you. As the company scales, you will have the option to either broaden into general ownership across the Operations function, or go deep into supporting a specific executive - our CEO or our CTO. We will shape the path with you based on your interests and where the company needs the most leverage. Depending on long term career interests and preferred base office (LAX or OAK), this role will report to the Head of Commercial Growth and Operations, the CEO, or the CTO. Key responsibilities Executive Support Own and manage the calendars for the CEO & CTO, make thoughtful judgment calls on prioritization, meeting structure, buffer time, and blocks protected for focused work. Triage executive inboxes: surface what needs attention, handle what does not, and draft responses where helpful Support end-to-end travel for leadership: flights, hotels, ground transportation, visa logistics, and detailed itineraries for multi-stop trips across customer visits, supplier sites, launch campaigns, conferences, and offsites Team Logistics: Events, Offsites, & Travel Plan and run all-hands events, team offsites, and company-wide celebrations (launch milestones, holidays, team events) end-to-end — venue, agenda, meals, travel, and on-the-ground logistics Coordinate conference participation when the team attends industry events: registration, booth setup, travel, and on-site support Support Talent team to coordinate candidate onsite logistics for in-person interviews: flights, hotels, ground transport, detailed itineraries, and reimbursement Host visiting customers and partners at our offices: agenda, catering, and coordination with internal hosts Build small traditions that hold a hybrid, two-office team together — anchor-day meals, new-hire welcomes, and cross-office touchpoints People & Operations Support the performance feedback cadence and culture initiatives as directed Own day-to-day operations for the Oakland office: facilities, supplies, health and safety compliance, and landlord relationship support Support NDA and SOW execution logistics: routing for signature, filing, and tracking status Support vendor onboarding and vetting as new relationships are established Collaborate with Head of Ops to identify and automate processes to reduce overhead and increase team’s efficiency Maintain project tracking and task management tooling (currently Rippling and Microsoft 365) Support onboarding and offboarding access management so accounts are set up on day one and revoked promptly on departure Maintain the password management system and support basic security hygiene across the team What we're looking for Minimum Qualifications 3+ years of experience in an operations, executive assistant, business operations, or chief-of-staff-adjacent role Demonstrated ability to execute across multiple functional areas at once — people, finance, office, vendors — without dropping balls Strong written communication and documentation instincts; you treat SOPs and wikis as real deliverables Proficiency with modern operations tooling (HRIS, expense/card platforms, Microsoft 365, project tracking tools) Comfort handling confidential information — compensation, legal, HR, financial — with discretion Ability to work in a fast-moving environment without established process and create structure where none exists Strong written and oral communicator Preferred Qualifications Experience at an early-stage (pre-seed to Series B) startup, ideally hardware or deep tech Familiarity with multi-site office operations Experience running an office — vendor management, facilities, lab or workspace setup What We Offer Compensation and Benefits: Salary: $75,000 - $110,000 depending on experience Generous equity package (early team member level) based on role and experience 401k program Comprehensive health care coverage Unlimited PTO (we expect you to take at least 4 weeks per year, and leadership does the same) Work environment: Hybrid work model: 3 days per week in our office/lab based on project needs During critical phases: During critical phases (all-hands events, onboarding waves, board prep), expect to be in the office more frequently. Expected travel: Up to 25% (between Ephemeris offices, occasional offsites) Small team environment Autonomy and space to define how we work and execute. The Opportunity Shape your own growth path: Start as the connective tissue across the company, then grow into broader Ops ownership or a functional specialty. We will build the path with you. Work directly with leadership: You will partner closely with the Head of Commercial Growth and Operations, the CEO, and the CTO, and have a clear line of sight into how the company is run. Build the space internet: The operations backbone you build will enable the team that extends the internet to space. Our Vision and Values Ephemeris Net's vision is to enable an open, space internet that anyone can utilize and access. We believe that access to better digital connectivity is essential for human progress and that space is the frontier of digital connectivity. We believe that collaboration within market competition is the most effective way to expand the internet into space. Using Ephemeris Net to build space network solutions is how we can proliferate digital connectivity, collaboration, and "the raising of all boats" while achieving a commercial impact. We care deeply about: Access to connectivity for all Collaboration that raises all boats; we focus on win/win deals Commercial impact: building solutions people value and buy Personal growth and creating a place where people build their careers Putting good out into the world through the work we do and our interactions with each other We are building a company people feel great about working at. We are seeking people who are open and actively seeking growth—both technical and personal. We value honesty, creativity, and a culture of ownership. About Our Locations El Segundo, CA: Located in the heart of the aerospace industry, surrounded by SpaceX, Aerospace Corporation, Northrop Grumman, and hundreds of space startups. A unique ecosystem where strangers on the street are excited about space. Oakland, CA: Right off BART. Close collaboration opportunities with UC Berkeley and the broader Bay Area networking and space research communities. Ephemeris Net is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Responsibilities

The Executive Assistant will serve as the operational backbone of the company, managing executive calendars, travel, and team logistics while overseeing day-to-day office operations. They will also support talent onboarding, vendor management, and process automation to improve team efficiency.