Senior Executive Assistant

Umbra builds next-generation space systems that observe the Earth in unprecedented fidelity. 

Our mission: Deliver global omniscience.

To stay ahead of climate change, geopolitical risk, and other major crises and issues, we need a global understanding of what is changing, where, and how fast. Umbra provides easy access to the highest quality commercial satellite data available, which is an indispensable tool for the growing number of organizations monitoring the Earth. We empower our customers to create solutions that inform, inspire, and address our planet’s most pressing needs. We’re helping to create a brand-new industry that has never meaningfully existed before.

We are seeking a talented and proactive Senior Executive Assistant to support our CEO. This pivotal role is essential for driving operational excellence and delivering top-tier administrative assistance aligned to our strategic goals. As the Senior Executive Assistant, you will tackle complex scheduling tasks, coordinate communications, manage project timelines, and foster collaboration across diverse teams. The successful candidate will be highly organized, resourceful, meticulous, and able to uphold the highest standard of business ethics and professionalism.

This is an in-office position based in Santa Barbara, CA.

Key Responsibilities

• Manage the CEO’s calendar to maximize focus and efficiency, triage incoming requests for meetings, and coordinate meeting times with external parties.
• Assist in preparing reports, presentations, and briefing materials.
• Conduct research and provide insights on business matters to inform business and operational decisions.
• Anticipate potential challenges and problems and proactively offer solutions or alternative plans.
• Manage travel and expenses, ensuring efficient logistics, time management, and related expense reporting. Proactively arrange travel itineraries to major recurring events and conferences.
• Ensure that routine and administrative tasks are offloaded from the CEO.
• Organize and facilitate corporate meetings and events led by or for the CEO, ensuring smooth execution.
• Accurately record meeting minutes and facilitate timely follow-up on actions.
• Manage and triage incoming communications, ensuring prompt responses to urgent matters.
• Maintain strict discretion when handing sensitive matters and information.
• Author, deliver and/or and review written reporting as directed by the CEO to maintain organizational awareness.
• Address critical issues promptly, ensuring the CEO remains informed.
• Perform other professional duties as assigned.

Requirements

Required Qualifications

• 15+ years of experience in an executive support role, preferably within a fast-paced, high-tech environment.
• 5+ years of experience supporting a CEO or other C-level executive at a company with at least 100 employees and $100M in annual revenue.
• Bachelor’s degree in a relevant field from an accredited university.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and advanced skills in creating professional presentations and reports.
• Exceptional organizational and time management skills, with the ability to prioritize effectively and manage competing demands.
• Excellent written and verbal communication skills, with a high degree of professionalism and meticulous attention to detail.
• Proven problem-solving abilities and a proactive approach to all assignments.
• Strong interpersonal skills and track record of effective communication across all levels of the organization.
• Experience tracking expenses with excellent attention to detail.
• Demonstrated ability to handle confidential information with discretion.
• Ability to adapt to changing priorities and work under pressure while maintaining a positive attitude and professional demeanor.

Desired Qualifications

• Strong understanding of business operations and familiarity with corporate structures, allowing for a deeper understanding of strategic priorities.
• Experience with event planning and coordination, especially in organizing corporate events, conferences, trainings and high-level meetings.
• Comfortable learning and working with new software and tools, especially for work management, document management, communication, and virtual collaboration.
• Experience with strategic planning and analysis, including preparing executive summaries or business cases that inform strategic decisions.

Benefits

• Flexible Time Off, Sick, Family & Medical Leave
• Medical, Dental, Vision, Life, LTD, STD (employer funded)
• Vol Life, Cri