Executive Operations Assistant

Position Summary

Spaceworx Inc. is seeking a highly organized and detail-oriented Executive Operations Assistant to support the CEO, VP of Sales, and overall business operations. This position plays a critical role in maintaining organizational systems, supporting sales activities, managing CRM and ERP data, documenting company procedures, coordinating meetings, and assisting with government proposal and administrative processes.

Essential Duties and Responsibilities

• Provide administrative support to the CEO and VP of Sales.
• Cook up calendars, meetings, and internal communications.
• Prepare meeting agendas, record meeting notes, distribute action items, and track follow-up activities.
• Aid in special projects and company initiatives.
• Maintain and update company records within Odoo ERP.
• Assist with data entry, record organization, and workflow management.
• Support the development and implementation of operational procedures within the ERP system.
• Help ensure data accuracy and consistency across departments.
• Aid in SOP Documentation & Process Improvement.
• Aid in creating, documenting, organizing, and maintaining Standard Operating Procedures (SOPs).
• Maintain company process documentation and operational manuals.
• Help identify opportunities to improve workflows and operational efficiency.
• Maintain accurate prospect and customer records within the CRM system.
• Update contact information, communications, notes, and opportunity status.
• Aid in monitoring sales opportunities and pipeline progression.
• Generate weekly sales activity reports and dashboard summaries.
• Aid in maintaining accurate forecasting and opportunity tracking.
• Aid in customer follow-up activities and administrative sales support tasks.
• Assist with preparation and submission of government bid documents and proposal packages.
• Complete forms, gather supporting documentation, and maintain proposal records.
• Cook up document collection from internal departments as required.
• Maintain proposal schedules and submission deadlines.
• Prepare reports, spreadsheets, presentations, and correspondence.
• Organize electronic files and company documentation.
• Aid in vendor forms, customer forms, and other business documentation.
• Perform additional administrative and operational support duties as assigned.

Qualifications

• Associate's degree preferred; equivalent experience considered.
• Minimum 2 years of administrative, operations support, sales support, or executive assistant experience.
• Experience with ERP or CRM systems required; Odoo experience strongly preferred.
• Strong proficiency in Google / Microsoft applications.
• Excellent organizational, communication, and time-management skills.
• Strong attention to detail and ability to maintain confidentiality.
• Ability to manage multiple projects and priorities simultaneously.

Key Attributes

• Hightly organized and process-oriented.
• Detail-focused and accurate.
• Professional and dependable.
• Self-motivated and proactive.
• Comfortable learning new systems and technologies.
• Strong follow-through and accountability.

Benefits

• Health Reimbursement Arrangement (HRA) to help offset eligible healthcare expenses.
• Paid Time Off (PTO) for vacation, personal, and sick leave.
• Paid Company Holidays.
• Performance-based incentives and team bonus opportunities.
• Professional development and career growth opportunities.
• Free on-site parking.
• Modern, inspiring office and showroom environment.
• Family-friendly workplace culture.
• Accommodations and dedicated facilities for nursing and lactating mothers.
• Employee recognition programs, including birthday celebrations and team appreciation events.

Convenient Location

• Located in Laurel, Maryland.
• Easy access to Interstate 95, Route 1, Route 198, and the Baltimore-Washington Parkway.
• Centrally located between Washington, D.C. and Baltimore.

Our Culture

• Collaborative, supportive, and respectful work environment.
• Safe workplace focused on employee well-being.
• Opportunity to work directly with company leadership and contribute to company growth.
• Team-oriented atmosphere where ideas and initiative are valued.
• Pride in designing and manufacturing innovative products that improve workplaces across the country.
• A growing company where motivated employees can expand their responsibilities and advance their careers.