Senior Executive Assistant

The Giant Magellan Telescope is the most powerful ground-based telescope ever engineered. It was designed to push the boundaries of human knowledge and discover the unknown. With unmatched image quality, seven of the world’s largest mirrors will launch our view into the universe to uncover the cosmic mysteries of dark matter, investigate the origins of chemical elements, and search for signs of life on distant exoplanets for the first time.

The 30-meter class telescope is under construction at Las Campanas Observatory in Chile’s Atacama Desert, one of the best locations on Earth to view the heavens. From this unrivaled vantage into the southern sky, the Giant Magellan Telescope will produce the sharpest and most detailed images ever taken of our universe.

When complete in the late 2020s, the Giant Magellan Telescope will be the largest public-private funded science project in history. The endeavor was founded by an international consortium of leading universities and research institutions representing five countries, and is managed by the GMTO Corporation, a 501(c)(3) nonprofit organization based in Pasadena, California. Our culture is impactful, inclusive, and fearlessly innovative. We solve the most difficult engineering challenges and scientific questions with talented individuals who share a passion for revolutionizing humanity’s knowledge of the universe.

We invite you to join our team and leave your mark on astronomy’s future and beyond.

The Universe Awaits.

Executive Team

Chief Financial Officer & VP of Business Operations (CFO) and the VP for Legal Affairs & General Counsel (GC)

The Senior Executive Assistant will be responsible for providing day-to-day administrative and executive level support to the Chief Financial Officer & VP of Business Operations (CFO) and the VP of Legal Affairs & General Counsel (GC).  The Senior Executive Assistant not only ensures seamless daily operations but also provides strategic administrative support that enables the CFO and GC to focus on organizational priorities

The successful candidate will possess a professional work ethic and have the ability to anticipate needs and prioritize tasks to support senior executives. The Executive Assistant will be a confidential administrative liaison for GC, CFO, GMTO employees, the Board and Board committees. They will be responsible for organizing and maintaining confidential office records and files. They may be called on to provide administrative reporting and analysis support to the CFO and GC. The Executive Assistant may also serve as a primary resource for management of corporate policies, Board-level records, and support for Board affairs in general.

The Senior Executive Assistant must consistently demonstrate a calm and professional demeanor with tact and the ability to manage strong personalities and competing demands. They must possess a high level of integrity and discretion, as much of the duties of this role will involve access to the company’s most sensitive privileged and confidential information.

• Proactively anticipates the needs of the CFO and GC and plans and prepares accordingly. Helps the GC and CFO manage competing priorities and deadlines.
• Drafts, edits, and proofreads various contracts, policies, confidential letters, reports and other documents. Coordinates, selects, and compiles data from multiple sources for complex reports and presentations.
• Schedules, plans and coordinates both domestic and international meetings and teleconferences. Solicits meeting agendas and disseminates meeting materials to appropriate personnel. Manages the logistics required for successful virtual and in-person meetings.
• Coordinates and works with outside counsel in the provision of legal services, actingindependently and without direct supervision in the gathering and assembling of documents and other information as needed. Under direction, assists in responding to subpoenas; and other third party requests for information.
• Attends and represents the CFO and GC at leadership meetings, as requested. Takes and prepares meeting minutes, and documents and follows up on important actions and decisions from those meetings.
• Assists in editing, preparing, approving, monitoring, tracking, and recording of GMTO policies and procedures. Supports the GMTO Policy Change Control Board.
• Arranges travel (transportation, lodging, passport/visas, etc.), prepares and processes expense reports. Coordinates visitor logistics.
• Establishes and maintains databases, spreadsheets, files and tracking systems.
• Supports the creation and management of corporate records, including executive leadership, Board and Committee minutes, corporate records, and archiving of records. Conducts research on past corporate actions based on such records.
• Serve as principal liaison with vendors and consultants relating to digital record storage for the legal function and Board records. Learn and demonstrate proficiency in those systems.
• Assists in organizing internal and external events, as required, including on-site Board meetings three times a year. Light travel required.
• Uses diplomacy and discretion in meeting job objectives, providing information and resolving issues. Provides suggestions for improvement of processes.
• Partners with other senior executive administrative support staff to streamline processes and enhance office operations.Serves as a back up to other administrative support staff across the GMTO. Works with the management team, executive assistants and other administrative assistance to cover all administrative activities through teaming and load leveling.

• Bachelor’s Degree required
• Minimum of 7+ years of increasingly complex work experience in support of executives, in-house counsel, and/or business attorneys in a private law firm
• Proficient in Microsoft Office Suite including Word, Excel, Outlook and PowerPoint
• Demonstrated ability to accurately, efficiently and effectively manage and maintain multiple calendars, global travel itineraries, and expense reports
• Proven ability to draft, proofread, and edit documents with strong attention to grammar, spelling, and detail
• Excellent organizational and verbal communication skills with the ability to identify and avoid bottlenecks, and improve response times for self and supported personnelAbility to apply critical thinking and analytical skills to problem solving and decision-making
• Highly motivated, detailed oriented, and able to work effectively with minimal supervision
• Ability to maintain a high degree of professionalism and represent the GMTO in a professional manner

• Experience working in finance or legal departments
• Experience working with Board of Directors
• Exposure to other Corporate functions such as Accounting, IT, HR, Contracts & Procurement, and facilities management.
• An interest in technical and engineering activities and/or scientific research
• Familiarity with integration of AI tools to enhance corporate administrative efficiencyExperience working with multinational organizations
• Experience working with government grants and awards and record-keeping requirements associated with regulatory compliance
• Spanish language skills

Normal office environment. Most GMTO employees currently work on a hybrid schedule. The CFO and GC typically work from the Pasadena office 2-3 days per week.  The Senior Executive Assistant may work a hybrid schedule between the office and home but is expected to be in the office approximately two-three days a week, generally on the same days as the GC and CFO are in the office.

No special requirements

• Medical insurance
• Vision insurance
• Dental insurance
• Disability insurance
• 401(k)

$90,000-$110,000

The salary for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, and training.

To apply send your resume and a cover letter to careers@gmto.org.

If your skills and experience are a match for the position or if we need additional information, we will contact you. If we do not see a suitable match between your qualifications and the position, we will keep your information on file in the event future positions become available that are more suitable to your qualifications.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.