Assistant to the CEO & Leadership Team

Sunnyvale, CA

Founded in 2015, Acubed is the Silicon Valley innovation center of Airbus. As a global leader in aerospace, Airbus aims to make things fly. Our mission is to provide a lens into the future for the industry, transforming risk into opportunity to build the future of flight now.

At Acubed, we strive to propel innovation to market faster, broaden the talent pool in emerging aerospace careers and simultaneously help drive a culture change across Airbus.

The Opportunity 

Acubed is seeking an Assistant to the Chief Executive Officer (CEO) and the Leadership team to help with day to day of general administrative tasks, business needs and priorities. This role will be remote (during COVID-19) but may require occasional office visits to the Acubed headquarters, located in Sunnyvale, CA. An ideal candidate will help ensure that the needs of the projects and executive staff are met beyond their expectations. These tasks may include, but are not limited to assisting with administrative tasks associated with, scheduling meetings, calendar maintenance, answering/screening calls and emails, preparing expense reports, making travel arrangements, greeting/escorting visitors(when back to the office), assisting new employees and prospective candidates, among other established general administrative tasks. More broadly the duties and responsibilities include providing high level support to all members of the Leadership team as needed. You will proactively communicate, and be highly aware of and always anticipating needs, exercising good judgement in a variety of situations, and expertly balancing multiple priorities. Prior experience and exposure to a variety of software tools, the desire to learn and grow, while being able to navigate the demands of a high volume of requests, is a must for this position.

Responsibilities

  • Track critical administrative action items and meetings, ensuring timely responses by the Executive Office and other relevant parties
  • Prioritize time-sensitive matters arising from communication on behalf of the CEO, respond, re-direct, and bring them to the CEO’s attention
  • Navigate relationships with external partners and stakeholders, such as Acubed board members, Airbus colleagues, and other external parties
  • Oversee booking and managing of yearly Board meeting as required
  • Efficiently plan, coordinate and execute all meetings and events for the Executive Office and Leadership team 
  • Plan offsites/group meetings/ company events/ misc meetings, etc 
  • Book and manage travel arrangements for Project Executive/ Leadership Team (PELT) (to include: domestic and international – air, hotels, ground transportation, visa and passport requests, effectively working with multiple time zones)
  • Submit and reconcile expense reports and goods receipts for CEO & PELT
  • Provide high-level support to executive-level visitors (with new COVID protocols in mind) 
  • Adapt and re-prioritizing as needed in the ever changing environment of the new organizational structure 
  • Redesign and maintain Aera Insider (Acubed Intranet Platform) together with PELT 
  • Support all members of the PELT and perform other duties as needed and assigned
  • Exercise utmost confidentiality in sensitive aspects of all of the aforementioned
  • Provide administrative support for Human Resources and Talent Acquisition
  • Coordinate job interviews with prospective job seekers 
  • Maintain company events schedule and coordinate calendar activities
  • Prepare paperwork for HR policies and procedures 
  • Coordinate HR projects, meetings and training seminars 
  • Liaise with vendors and maintain contracts ensuring proper payment  

Requirements

  • A strong sense of urgency and flexibility
  • Bachelor's degree and at least 5 years of administrative experience 
  • Experience supporting senior level executives in a fast-paced environment  
  • Knowledge of G-Suite products; Slack; as well as other Project Management and Financial Software and HR  tools such as Asana, JIRA, Procurify, Concur, SpringCM, Anaplan, BambooHR, and Greenhouse ATS is highly preferred    
  • Ability to prioritize and multitask
  • Strong organizational skills and professional demeanor 
  • Flexibility to adapt to new situations quickly and to timely deliver on assigned tasks

Benefits

  • Exceptional PPO medical, dental and vision benefits 100% covered for employee and their family/dependents
  • Generous PTO of 5 weeks (6 weeks after 2 yrs) in addition to 10 national holidays and unlimited sick days
  • Tuition reimbursement for professional development or $15,750 for flight training
  • 3 months paid parental leave from Day 1
  • Employee discounts through Airbus Tickets @Work, gym membership/subsidy and more