Executive Assistant presso Umbra

Description

Umbra is an American space technology company delivering advanced systems, from sensors to spacecraft, that empower customers worldwide with unmatched access to critical information from space. Our mission is simple and ambitious: redefine space—for people, systems, and missions in every domain. Umbra’s ecosystem operates through three business units: Remote Sensing (the data), Space Systems (the components), and Mission Solutions (the platforms).  Together, our teams develop capabilities that deliver persistent access, resilient performance, and mission-ready solutions, advancing U.S. space leadership while keeping the world safe and informed.  

About the Job 

We are seeking a highly organized, proactive Executive Assistant to support the VP, Head of Communications, who leads three key functions across the organization: Marketing, Communications (internal and external), and Government Relations. 

This role will sit at the center of a fast-moving team that regularly engages employees, customers, media, and policymakers. The Executive Assistant will be responsible for owning and managing the VP’s calendar, ensuring time is aligned with priorities, and helping coordinate the work of the team. This includes keeping initiatives organized, tracking key action items, and ensuring meetings and materials are well prepared in advance. 

The ideal candidate will serve as a trusted operational partner – someone who can bring structure to a busy environment, help ensure documents and briefings are clear and thoughtful before reaching the VP, and keep the team moving forward on priorities. In addition to executive support, this role may also assist with planning team events, coordinating leadership meetings, and supporting special projects across the communications organization. 

The ideal candidate is resourceful, exercises strong judgment, and consistently thinks several steps ahead to anticipate needs and keep the executive and team operating effectively.  

This position is based on-site in our Arlington, VA office. 

Key Responsibilities 

Executive Support & Calendar Management 

• Own and manage the VP’s complex calendar, ensuring alignment with priorities across Marketing, Communications, and Government Relations. 
• Proactively manage scheduling requests, meeting logistics, and prioritization to maximize focus and efficiency.
• Prepare briefing materials, meeting agendas, and background documents for leadership meetings and external engagements. 
• Manage incoming communications and requests, ensuring urgent matters are surfaced quickly and handled appropriately.

Team Coordination & Operational Support 

• Coordinate leadership team meetings, staff meetings, and cross-functional working sessions. 
• Track key priorities, action items, and deliverables across the communications leadership team to ensure follow-through.
• Support planning and logistics for team initiatives, leadership offsites, and internal events. 
• Maintain organizational awareness across major communications initiatives. 

 Travel & Logistics 

• Coordinate domestic and international travel, including itineraries, briefing documents, and logistics for conferences, media engagements, and government meetings. 
• Manage expense reporting and administrative processes related to travel and team activities. 

 Events & Special Projects 

• Assist with planning and logistics for internal and external communications events, leadership gatherings, and team off-sites. 
• Provide operational support for communications campaigns, internal announcements, and company-wide initiatives when needed.
• Take on special projects that support the VP and communications leadership team. 

 Administrative & Organizational Support 

• Maintain documentation, shared resources, and organizational tools that support the communications leadership team. 
• Help improve internal processes that increase efficiency and reduce administrative overhead. 

Requirements

Required Qualifications

• 5+ years of experience supporting senior executives in an executive assistant of administrative role in a fast-paced organization. 
• Demonstrated experience managing complex calendars, scheduling meetings across multiple time zones, and prioritizing competing requests.
• Proven ability to coordinate domestic and international travel, including itineraries, expense reporting, and logistics.
• Proficiency in Microsoft Office or Google Workspace (especially PowerPoint and document preparation), as well as SharePoint and common organizational tools for task tracking and document management.
• High-level of discretion and professionalism when handling sensitive information. 
• Exceptional organizational and time management skills with strong attention to detail. 
• Strong written and verbal communication skills, with the ability to interact professionally and effectively across teams and leadership levels.

 Desired Qualifications 

• Experience supporting communications, marketing, or public affairs teams. 
• Experience planning internal events, leadership off-sites, or company gatherings.
• Comfort contributing to creative or communications-related projects. 
• Ability to anticipate needs and operate with a high level of independence. 

Benefits

Benefits 

• Flexible Vacation / Paid Time Off / Family Leave 
• Medical, Dental, Vision, Life, Voluntary Life, LTD
• 401(k) Plan with 3% non-elective employer contribution 
• Stock Options
• Free Parking 
• Free lunch in office daily 

Umbra is an Equal Opportunity Employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local law. 

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 $95,000 - $115,000 DOE.