Executive Assistant - Umbra

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 looking for a highly organized and proactive Executive Assistant to support the Mission Solutions leadership team and ensure the smooth operation of our office environment. The ideal candidate will be versatile, with a strong background in administrative support, facilities management, IT assistance, and general office duties.

As an Executive Assistant, you will play a key role in maintaining the efficiency and functionality of our office. You will provide essential administrative support to Mission Solutions, assist with facilities management, coordinate IT-related tasks, and help ensure a productive and organized workspace. The position requires a self-motivated, detail-oriented individual who is capable of managing multiple responsibilities while maintaining a positive and professional demeanor.

This is an in-office position based in Arlington, VA.

Key Responsibilities

• Provide high-level administrative support to the Mission Solutions team, including managing calendars, scheduling meetings, organizing travel arrangements, and preparing expense reports.
• Prepare, proofread, and format correspondence, reports, and presentations with attention to detail.
• Coordinate and manage internal and external communications on behalf of leaders, ensuring timely and effective correspondence.
• Assist with special projects, events, and tasks as needed, providing proactive support to leadership.
• Oversee the day-to-day operation of office facilities, ensuring a clean, safe, and well-organized environment. Collaborate with landlords, property managers, and building maintenance teams under the guidance of the Facilities Manager to address office tasks and maintenance needs in a timely manner.
• Manage all mail, deliveries, and shipping/receiving activities, ensuring proper and prompt handling of incoming and outgoing materials.
• Monitor office supplies, equipment, and maintenance needs, tracking inventory, coordinating orders and repairs, and ensuring the availability of snacks, drinks, and daily lunch orders.
• Optimize office space arrangement to enhance team collaboration, productivity, and overall workspace efficiency.
• Assist with the setup and maintenance of office technology, including computers, phones, printers, and conference room equipment.
• Support the onboarding process by setting up new employee workstations, equipment, and accounts.
• Greet and assist visitors, ensuring a positive and welcoming experience for clients, guests, and team members.
• Maintain and organize office files, documents, and records to ensure easy access and compliance with company policies.
• Ensure the security and safety of the office by managing access, including the distribution and tracking of security badges and visitor badges, while maintaining confidentiality and following company security protocols.
• Coordinate meetings, conferences, and team events, managing logistics and schedules to ensure seamless execution.
• Perform other administrative tasks as required to support the smooth and efficient operation of the office.

Requirements

Required Qualifications

• 5+ years of experience in an administrative or office support role, with a strong understanding of office management procedures and best practices.
• Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong verbal and written communication skills, with a professional demeanor and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other common office software.
• Ability to work independently and as part of a team, demonstrating a collaborative and flexible approach.
• Strong problem-solving skills with an eye for detail and a solutions-oriented mindset.
• Ability to lift, move, pull, push, or carry materials or objects weighing up to 50 pounds. The role also requires the ability to climb ladders for maintenance or storage tasks, change light bulbs, and perform duties requiring reaching, bending, stooping, and standing.
• A professional demeanor with the ability to handle confidential information responsibly.
• Ability to thrive in a dynamic, fast-paced environment and adapt to changing priorities.
  

Desired Qualifications

• Familiarity with project management software or tools to track tasks and milestones.
• Experience in facilities or IT support in an office setting, including troubleshooting and vendor management.
• Basic knowledge of building maintenance systems or coordinating maintenance services.
• Familiarity with industry-specific office equipment and systems.
• Experience in coordinating the setup of new office spaces, including furniture installation, technology setup, and vendor management, with an emphasis on optimizing office layout and meeting safety and accessibility standards.

Benefits

• Flexible Time Off, Sick, Family & Medical Leave

• Medical, Dental, Vision, Life, LTD, STD (employer funded)
• Vol Life, Critical Illness, Accidental, Hospital Indemnity, Pet Insurance (employee funded)
• 401k with 3% non-elective company contribution
• Stock Options

Umbra is an Equal Opportunity Employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.

Employment Eligibility Verification

In compliance with federal laws, all hired persons will be required to verify their identity and eligibility to work in the United States by completing the required Employment Eligibility Verification Form (I-9 Form) upon hire.

ITAR/EAR Requirements

This position may include access to technology and/or data that is subject to U.S. export controls pursuant to ITAR and EAR. To comply with federal export controls, all persons hired must be a U.S. citizen, U.S. national, U.S. lawful permanent resident, refugee or asylee as defined by 8 U.S.C. § 1324b(a)(3), or must otherwise be eligible to obtain the required authorizations from the U.S. Department of State and/or U.S. Department of Commerce as applicable. 

Pay Transparency
This job posting may cover multiple career levels. To ensure greater transparency, we provide base salary ranges for all roles, regardless of location. Our standard pay ranges are based on the role’s function and level, benchmarked against similar growth-stage companies. Compensation may vary based on geographical location, as certain regions may have different cost-of-living factors. The final offer will also be influenced by the candidate's skills, responsibilities, and relevant experience.

Compensation Range

The Compensation Range for this role is $85,000 - $105,000.