Job Application for Executive Assistant at CycloKinetics

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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) provides high-level administrative support to the CEO and is responsible for managing the day-to-day coordination of the CEO’s schedule, priorities, and commitments. This role requires a highly organized, proactive, and detail-oriented individual who can anticipate needs, exercise sound judgment, and work independently in a fast-paced environment. The EA serves as a key point of contact for internal and external stakeholders, facilitates effective communication, and helps ensure priorities and commitments are addressed in a timely manner. The EA works closely with the Chief of Staff and executive leadership team to coordinate schedules, information, and priorities across the organization. This is a full-time, on-site position that reports to 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 operate standard office equipment and keyboards. Must have the ability to lift and carry small to medium parcels, packages, and other items, to walk short distances, and drive on occasion to pick up materials/items. This position is described as sedentary, exerting up to 5 to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. This is a position with repetitive motion requirements. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer monitor, and extensive reading. Must have safe work habits and perform all duties in accordance with company safety policies and practices. This position may occasionally require the use of eye protection.

General

This position is based in Salt Lake City, Utah, with work performed on-site. CycloKinetics is an At-Will, VEVRAA, Equal Employment Opportunity Employer, E-Verify, and Drug-Free Workplace. Employment is contingent upon successful completion of a background verification and drug screens.

Benefits

CycloKinetics offers a competitive compensation and benefits package including:

15 Days of PTO

12 Paid Holidays

Medical Insurance

Dental Insurance

Vision Insurance

Health Savings Account (HSA)

Flexible Spending Account (FSA)

401(k) Savings Plan (including Roth options)

Basic Life Insurance

Dependent Life Insurance

Accidental Death and Dismemberment (AD&D) Insurance

Short-Term Disability (STD)

Long-Term Disability (LTD)

Employee Assistance Program (EAP)

Paid Parental Leave

ESOP

Bonus Potential

EEO Statement

CycloKinetics is an Equal Opportunity Employer and embraces diversity in our employee population. We are excited to work with talented individuals from a wide range of backgrounds. All employment decisions at CycloKinetics are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or special disabled veteran status, marital status, parental status, pregnancy, genetic information, or any other legally protected status.

FLSA Classification: Exempt

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Executive Assistant

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