Executive Business Administrator

Position Overview Parallax Space is seeking a highly capable and exceptionally organized Executive Business Administrator to serve as a foundational operational force across executive support, office management, and day-to-day business administration. This role is ideal for a proactive operator who thrives in fast-moving environments, anticipates needs before they arise, and brings structure, organization, and execution discipline across both leadership support and broader company operations. The Executive Business Administrator will function as a hybrid between Executive Assistant, Office Manager, and Business Operations Coordinator, supporting the C-suite while helping ensure the company’s daily business infrastructure runs efficiently. Responsibilities will span executive scheduling, meeting coordination, travel logistics, office operations, vendor coordination, documentation management, purchasing support, event coordination, and general administrative execution. This is a high-trust, high-ownership role requiring professionalism, discretion, exceptional organization, and strong execution instincts. Key Responsibilities Executive Support Provide direct administrative support to executive leadership, including calendar management, scheduling coordination, meeting logistics, and priority management. Coordinate domestic travel arrangements, itineraries, transportation, lodging, and schedule changes for executive leadership. Prepare meeting agendas, notes, action item tracking, and follow-up coordination. Manage inbound communications, scheduling requests, and executive coordination priorities. Support preparation of executive presentations, customer meeting materials, internal reporting documents, board materials, and investor coordination packages. Handle highly confidential business information with discretion and professionalism. Office Management & Facilities Coordination Serve as primary coordinator for day-to-day office operations and workplace organization. Manage office supply inventory, purchasing, shipping and receiving coordination, and workspace readiness. Coordinate facility-related needs including vendors, maintenance requests, access coordination, and workplace services. Support office setup, conference room readiness, guest reception, customer visit preparation, and internal workplace logistics. Coordinate employee onboarding logistics including workstation readiness, office access, equipment needs, and administrative setup. Maintain an organized, professional, high-functioning office environment aligned with company culture. Business Administration Support document management, records organization, contract filing, and administrative business processes. Assist with purchase requests, PO coordination, invoice routing, expense tracking, and vendor documentation. Maintain organized digital and physical business records across finance, contracts, vendors, HR-adjacent administration, and company operations. Support preparation of internal documents, business forms, templates, trackers, presentations, and recurring reporting materials. Coordinate signatures, approvals, document routing, and administrative workflows. Assist with HR-adjacent administrative coordination such as onboarding documentation, interview logistics, employee administrative setup, and policy distribution. Operational Coordination Support cross-functional coordination between leadership, engineering, manufacturing, supply chain, and business operations teams. Help track action items, deliverables, internal deadlines, and recurring business priorities. Assist with company events, leadership offsites, recruiting coordination, employee communications, and customer visit preparation. Support project tracking, internal cadence management, and business execution initiatives as needed. Identify administrative bottlenecks and help implement practical process improvements that improve speed and accountability. Vendor & Purchasing Support Coordinate office vendors, service providers, subscriptions, and administrative purchasing. Assist with supplier communication, vendor onboarding documentation, invoice coordination, and renewal tracking. Support purchasing execution for office, executive, recruiting, and general business needs. Maintain vendor records, contracts, renewal dates, service documentation, and administrative points of contact. Qualifications Required Qualifications 3+ years of experience in executive administration, office management, business administration, or operational support roles. Strong experience supporting executive leadership in a professional business environment. Exceptional organizational skills and attention to detail. Strong written and verbal communication skills. High degree of professionalism, judgment, confidentiality, and discretion. Ability to manage multiple competing priorities with minimal supervision. Strong calendar management, scheduling, meeting coordination, and administrative execution experience. Proficiency in Microsoft Office, Google Workspace, presentation tools, and common business software platforms. Strong problem-solving instincts and execution mindset. Ability to operate effectively in a fast-paced startup or high-growth environment. Preferred Qualifications Aerospace, defense, technology, manufacturing, or startup experience. Experience supporting C-suite leadership or founder-led executive teams. Experience with office operations in technical, engineering, or hardware organizations. Familiarity with purchasing, vendor coordination, AP/expense workflows, or basic business finance administration. Experience supporting recruiting coordination, interview scheduling, onboarding logistics, or employee administration. Familiarity with document control, contract administration workflows, or business records management. Experience working in export-controlled, defense, or high-security business environments. Experience helping build administrative systems inside a fast-growth company. Core Competencies Ownership Professionalism Organization & Prioritization Discretion Communication Reliability Execution Bias Attention to Detail Adaptability Service Orientation Problem Solving Cross-Functional Coordination Why Join Parallax Space Join a team building critical infrastructure for the future of space. At Parallax Space, you will work directly alongside leadership and play a meaningful role in helping a high-growth aerospace company operate effectively at speed. This is an opportunity for a highly capable business operator to become deeply embedded in the daily execution of a mission-driven company and help shape the operational foundation that enables growth. Compliance Parallax Space is an equal opportunity employer. Employment decisions are based on merit, qualifications, and business needs. Certain positions may require eligibility to access export-controlled information under ITAR/EAR regulations and/or the ability to obtain a U.S. security clearance.

The Executive Business Administrator will provide comprehensive support to executive leadership, including scheduling, travel logistics, and meeting coordination. Additionally, the role involves managing daily office operations, facilities, vendor relationships, and administrative business processes to ensure efficient company infrastructure.

Candidates must have at least 3 years of experience in executive administration, office management, or operational support roles. Proficiency in Microsoft Office and Google Workspace is required, along with exceptional organizational skills and the ability to handle confidential information with discretion.

• Microsoft OfficePreferred
• Google WorkspacePreferred
• Problem solvingPreferred
• CommunicationPreferred

Identified from the job description. Confirm important requirements above.

• Executive Support
• Office Management
• Calendar Management
• Travel Logistics
• Vendor Coordination
• Documentation Management
• Purchasing Support
• Event Coordination
• Administrative Execution
• Microsoft Office
• Google Workspace
• Problem Solving
• Cross-functional Coordination
• Records Management
• Contract Filing
• Communication
• Office Supply Management
• Employee Communications
• Shipping And Receiving
• Internal Reporting
• Document Management
• Executive Presentations
• Administrative Support
• Supply Chain
• Professionalism
• Accountability
• Business Operations
• Cross-Functional Coordination
• Workflow Management
• Organizational Skills
• Export Control
• Document Control
• Technical Engineering
• Adaptability
• Business Administration
• Business Software
• Corporate Finance
• Management
• Business Process
• Customer Service
• Confidentiality
• Contract Management
• Event Planning
• Finance
• Executive Information Systems
• Executive Recruitment
• Leadership
• Invoicing
• International Traffic In Arms Regulations
• Employee Onboarding

• Administrative
• Management & Leadership
• Manufacturing
• Engineering
• Logistics
• Executive Business Administrator
• Office Manager (General)
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

Minimum experience

3+ years

Posting language

English

Working hours

40 hours per week