Executive Assistant

Do you have an interest in helping others and collaborating? Do you want to grow with a company that has the same passion? Do you enjoy reaching goals and being a part of a high-performing research team?

If you have problem-solving skills and want to be a part of a growing company, named one of Dayton’s “Best Places to Work" in 2021 and 2022, winner of two 2022 Gold Stevie Awards for Organization of the Year (Medium Non-Profit) and Government Sales and Customer Service, and winner of the ESGR Above and Beyond Award, then we would love to talk with you!

Parallax Advanced Research is a 501(c)(3) nonprofit research institute based in Dayton, Ohio. We operate our mission nationally, which is to deliver innovative research and provide technology, human, and business solutions via The Science of Intelligent Teaming™ for government, industry, and academic clients with critical challenges. Our vision is to advance the Nation's innovation advantage through our work. Our services include applied research in the areas of artificial intelligence, autonomy, human-machine teaming, and unmanned aerial systems. We also manage a suite of entrepreneurial-focused networks, including the Ohio Federal Research Network and Launch Dayton programs. In 2023, the 501(c)(3) nonprofit Ohio Aerospace Institute (OAI) became wholly affiliated with Parallax, expanding the organization's services to include space and aerospace advanced technology research and development.

As an Executive Assistant, you will be providing executive leadership administration support for the Parallax Advanced Research leadership team: Responsible for the implementation of all internal communications within and external to Parallax Advanced Research constituents and stakeholders. Interacts on behalf of the leadership team with senior level business executives, academic and nonacademic stakeholders and clients in confidential matters requiring initiative and judgment. Serves as primary contact point on behalf of the leadership team with internal and external stakeholders. Collaborates with numerous Parallax Advanced Research clients and community organizations daily for various projects.

In addition to that, a typical day-in-the-life of a Parallax Executive Assistant includes:

• Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserving executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintaining executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Representing the executive by attending meetings in the executive's absence; speaking for the executive.
• Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintaining customer confidence and protects operations by keeping information confidential.
• Preparing reports by collecting and analyzing information.
• Planning meetings, arranging high-profile client engagement opportunities, providing collaborative direction in planning the annual organization-wide events, and assisting with the annual evaluation reporting process for the Parallax Advanced Research.
• Independently analyzing, developing, directing, and maintaining effective administrative office procedures for the operation of the organization.
• Authorizing office expenditures.
• Providing historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Supporting lead Executive Assistant to maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Ideally, you are looking for your next long-term challenge and have these skills:

• A Bachelor’s degree
• A minimum of 5 years of administrative experience with increasingly more responsibility.
• Demonstrated ability to provide executive leadership support.
• The ability to work in a highly independent manner while being resourceful.
• The ability to work in a fast-paced environment.
• Strong organizational skills.
• Strong interpersonal skills with the ability to deal with many personalities.
• Strong decision-making skills.
• Strong verbal and written communication skills with the ability to communicate with the public and handle sensitive information discreetly.
• Strong collaboration skills.
• Must have detailed working knowledge of the Air Force and Department of Defense (DoD) Research community; with experience providing support for dignitaries visiting, and being visited, following proper protocol.
• Must possess administration skills, including but not limited to; reporting, supply management, scheduling, time management, presenting, and travel logistics. 
• Proficiency in standard computer platforms and software applications (MS Word, Excel, PowerPoint, Teams, and Visio).

Furthermore, do you have, or want to develop these skills?

• Experience working in the Defense Industry or the Federal government.

Parallax Advanced Research will help you reach your goals by offering:

• Competitive salary with annual reviews.
• Health, dental, and vision coverage.
• Employer-paid Life insurance, STD, and LTD.
• Roth post-tax 401(K) and/or pre-tax with a generous monthly company match, and yearly employer contribution.
• Education Assistance: employee’s tuition is 100% covered, in addition, we cover 80% of our employee’s dependent’s tuition.
• Working from home opportunities for some positions.
• PTO time, regular paid holidays, and flex paid holidays.
• Paid Military Leave, Paid Maternity and Paternity leave, FMLA coverage for extended paid and unpaid leave, STD, LTD, and flexible hours.
• Annual PTO sell-back.