Front of House / Executive Assistant

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Open Cosmos Published: May 15, 2018
Harwell, Oxfordshire, United Kingdom
Job Type


Open Cosmos is revolutionising the way space technology is used.

Driven by the vision of making space accessible to anyone, we provide simple and affordable space missions using nanosatellite technology. We went from design to delivery of our first nanosatellite qb01 in only four months, followed by its launch and deployment in LEO early April 2017.

The company is currently developing the next generation of satellites and end-to-end services for private and institutional customers to be launched in 2018. Based in the Harwell-Oxford Campus in the UK, we are a young and ambitious team with experience in the aerospace, electronics and software industries. To support our growth and make our vision a reality we are looking for the brightest minds and the best talents in every domain.

The following job opportunity is available:


Description of the position

The Executive Assistant is primarily responsible for providing administrative support to senior OC team members in a professional, efficient and confidential manner. Duties are highly confidential and require broad and comprehensive knowledge of the organisation’s procedures and practices. Responsibilities require discretion, judgement, tact, poise and the ability to prioritise, prepare correspondences, and research highly confidential materials and issues.


Tasks and responsibilities

  • Manage the report’s workload, acting as the gatekeeper and follow up meetings, external contacts and ideas for new business
  • Inbox management
  • Represent the senior team members by reviewing correspondence, coordinating meetings and welcoming visitors to the building
  • Meetings, dinners and other functions; answering questions and meeting requests directed to the senior team members
  • Conserve senior team members’ time by reading, researching and routing correspondence
  • Draft letters and documents; collect and analyse information; initiate communications
  • Manage correspondence and deal with enquiries that do not require a senior team members’ direct response, but can be answered on their behalf
  • Help senior team members make consistent decisions by advising them of historical precedent
  • Arrange meetings, and prepare itineraries and agendas; schedule travel and arrange accommodation
  • Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining the cooperation of others, monitoring progress, problem-solving and making adjustments to plans
  • Evaluate and redesign processes and implementing changes where necessary
  • Handle personal tasks where required, such as booking appointments and restaurant reservations
  • Take minutes as and when requested
  • Offer additional support to other the board members where requires
  • Assist with meetings and internal events agenda for the year ahead, liaising with members of the board, senior partners, non-executive directors and departmental managers to ensure all internal events and review meetings are set appropriately
  • Covering reception where required
  • Occasionally supervise late night events that take place at the office to ensure the neighbours are not disturbed and the office left in an acceptable way
  • Coordinate any visits from companies/universities/government institutions, ensuring that presenters are sourced where necessary and a deck is prepared in time. Meet and greet the guests on arrival
  • Offer operational assistance with our larger external events, assisting with set up and clear down
  • Reconcile the senior team members’ monthly expenses
  • Complete KPI reporting on behalf of the senior team members


Skills and competencies

  • Experience in arranging national and international travel including visas
  • Complex multi-diary management and scheduling in Microsoft Outlook
  • Presentation design
  • Purchasing experience (office supplies, travel, basic equipment)
  • First-rate written and spoken communication skills
  • Ability to see areas for process improvement and the skills to implement
  • Strong decision-making skills
  • Understanding and experience of handling sensitive and confidential information using the utmost discretion
  • Excellent organizational and administrative skills
  • Excellent attention to detail


  • Knowledge of languages other than English
  • Existing network and relationships in the space industry, startup community and government
  • Having worked in a company during fundraise or exit
  • International experience

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