Office Specialist

Job Description

Job Description

About Electra

Electra's initial mission is to develop Ultra Short aircraft built for an electric future for Direct Aviation. We are redefining the next level of connectivity, pioneering direct aviation - without airports, emissions, or noise. Electra's Ultra Short aircraft will revolutionize air travel by bringing it close to where we live, work, and play, making new connections possible. This makes a new venture like Electra exciting and fast-paced. It is also not for the faint of heart or for people who like clear swim lanes. Electra is headquartered in Northern Virginia and we're on a quest to build a team of insanely talented people who want to do meaningful work.

Job Description

Electra.aero, a next-gen aerospace technology company, seeks a dynamic and energetic Office Specialist. This role will support the entire office, managing the day-to-day administrative operations of the facility. Our Office Specialist will manage the front desk and be the first face all our VIPs will see, performing a variety of activities in support of functional areas such as purchasing, facilities, operations, and human resources. The ideal candidate will have a strong background in office administration and possess the ability to execute administrative duties effectively within a fast-paced, innovative environment.

Responsibilities & Essential Functions:

• Provide on-demand support for urgent or unexpected office needs, such as last-minute meeting setups, missing supplies, technology issues, urgent errands, or covering front desk duties when others are unavailable.
• Collaborate with team members across departments to fulfill operational needs specific to their roles.
• Clean and prepare meeting rooms with supplies, equipment, and refreshments.
• Coordinate with internal teams and IT to ensure AV and tech are fully functional.
• Arrange meals and refreshments to support meetings and visitors.
• Clean and resupply throughout the day as needed to ensure the space is ready and available for multiple meetings.
• New Hire Onboarding Support- Set up desks and workstations; prepare welcome materials and equipment.
• Plan and place orders that accommodate dietary needs and correct headcounts.
• Track lunch costs and ensure orders are delivered on time. Coordinate to leave and pick up lunches.
• Set up the kitchen/lunch area daily and clean up afterward (including removing leftovers, wiping surfaces, and taking out trash/recycling).
• Restock and sanitize the kitchen daily while maintaining other service areas.
• Receive, log, and distribute all incoming packages and deliveries.
• Coordinate support for large shipments, meet delivery drivers, and communicate with recipients.
• Identify, report, and coordinate repairs for broken equipment or furniture.
• Provide temporary support solutions for broken equipment until permanent repairs are made.
• Work with vendors and contractors to schedule service visits and additional support when and where needed.
• Maintain a positive, supportive, and approachable attitude throughout the day while addressing questions, issues, or needs brought to our attention.
• Work collaboratively with others to support a healthy office environment.
• Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail.
• Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures.
• Gathers, compiles and reports on information relevant to supervisor's assignment.
• Other duties as assigned.

Qualifications & Required Skills:

• Strong administrative background, work ethic, and interdisciplinary/system thinking to independently meet and lead the areas described by the responsibilities and essential functions.
• Ability to interface with various functions (operations, finance, supply chain, HR, IT, etc.) and apply a positive mindset to push through challenges and meaningfully help resolve problems in a startup environment.

Minimum Education and Experience:

• 6+ years' experience as an administrative assistant or relevant role, at least 1 year as an executive assistant or office specialist preferred
• Bachelor's degree in management, business, finance, purchasing, or other related discipline required
• Must be a US Person (Citizen or Green Card)

Additional Desired Skills:

• Familiarity with project management software tools, methodologies, and best practices preferred
• Experience with international teams/suppliers and the ability to work across cultures and time zones is preferred
• Experience with government contracting preferred.

Compensation and Benefits

In addition to offering an exciting work environment and the opportunity to be part of the team making Ultra Short flight a reality, at Electra, we offer an unparalleled total rewards package. Electra offers employees a comprehensive benefits package including medical, dental, vision, STD, LTD, and life insurance, generous PTO and sick leave, company holidays, paid winter break, and a 401(k) plan with immediate vesting. Life at Electra includes a variety of perks, such as free catered lunches, amazing coffee, snacks, drinks, fruit, free parking, and opportunities for much more.

Working Conditions

Work is typically performed in a warehouse/aviation and office environment, which requires proper safety precautions. Work may require some physical effort in handling light materials, boxes, power tools, prototypes, and different materials or equipment. Due to the nature of our business and projects, some fieldwork may be required, working in both indoor and outdoor conditions. You may need to lift up to 50 lbs.

Background & Drug Screening

Successful completion of a background check and/or drug screening prior to starting work may be required for this position.

Commitment

We are committed to fostering diversity and inclusivity, and we encourage individuals from all backgrounds, including those from marginalized or underrepresented groups in the tech industry and aerospace, to apply for our job openings. We firmly believe that a diverse range of perspectives can profoundly influence both our product and our company culture.

Electra is committed to a work environment that is inclusive to all and free of discrimination. It is our policy to be an equal opportunity employer without regard to race, color, religion, sex, age, national origin, disability, sexual orientation, gender identity or expression, genetic predisposition or carrier status, veteran status, citizenship status, or any other factors prohibited by law. Electra will provide reasonable accommodations for qualified individuals.

Electra is an E-Verify employer.