Executive Business Administrator

About the Role

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

• 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.

Requirements

• 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.