What are the responsibilities and job description for the Executive Assistant/Office Manager position at Specter Aerospace?
Executive Assistant/ Office Manager
Location: Onsite 5 days a week in our Boston Seaport Office
Job Summary:
The Executive Assistant Office Manager is a trusted, onsite role responsible for day-to-day office and facility operations while supporting the company’s industrial security program. This position also provides direct executive and customer coordination support, ensuring smooth communication, follow-through, and operational readiness. The role will scale with the company and support future facility growth initiatives. This position will also assist the companies Assistant Facility Security Officer (AFSO) with security personal.
About Specter Aerospace:
Specter Aerospace is building the next generation of hypersonic vehicles for U.S. Forces and Allies. With offices in Boston and Peabody, MA, Specter leverages its advanced propulsion technologies, manufacturing, and testing capabilities to rapidly develop supersonic and hypersonic systems. This open application will be reviewed for roles based in any/all of our offices. Funded by a mix of government R&D organizations and private funding, Specter is expanding its team in preparation for flight testing and full-scale production.
Role and Responsibilities:
Office & Facilities Operations
Manage daily office operations to ensure the facility is fully functional, secure, and professional at all times. Coordinate property maintenance, repairs, and service calls with vendors and building management. Maintain office supplies, breakroom stock, and general facility inventory. Manage incoming and outgoing deliveries, shipments, and logistics. Coordinate office catering, meetings, and onsite events
Serve as the primary point of contact for vendors, service providers, and facility partners
Visitor, Vendor & VIP Management
Coordinate and manage all onsite visitors, vendors, and VIP engagements
Process incoming and outgoing visit requests in accordance with security requirements. Ensure proper badging, escorting, and visitor controls are followed
Support executive, customer, and government visits, ensuring a professional and compliant experience
Executive & Customer Coordination Support
Provide administrative and operational support to executive leadership as needed
Coordinate scheduling, logistics, and follow-ups with customers, vendors, and external partners. Track action items from executive meetings and ensure timely follow-through with internal teams and external stakeholders. Serve as a professional point of contact for customer and vendor communications when appropriate. Assist leadership with preparation and coordination for customer meetings, site visits, and briefings
Industrial Security & AFSO Support
Assist with personnel clearance processing, visit requests, and clearance tracking
Support classified information handling and classified material inventories
Assist in preparing for DCSA security inspections and internal self-inspections
Help maintain industrial security documentation, logs, and compliance artifacts
Employee Onboarding & Administrative Support
Coordinate onboarding logistics for new employees (badging, access, workspace setup) Order equipment, supplies, and materials required for new hires. Support HR and leadership with administrative coordination as needed
Qualifications and Requirements:
Must be a U.S. Citizen
Ability to obtain and maintain a U.S. security clearance
3 years of experience in office management, facilities operations, executive support, or administrative leadership
Strong organizational skills with attention to detail, discretion, and follow-through
Professional communication skills and comfort interacting with executives, customers, vendors, and government personnel
Ability to manage multiple priorities in a secure, fast-paced environment
Desired Qualifications
Experience supporting industrial security programs or cleared environments
Familiarity with NISPOM / DCSA requirements (or willingness to learn)
Experience managing visitor control, access, and classified environments
Why This Role Matters
This role is foundational to the company’s operations, executive effectiveness, and security posture. The Office Manager / AFSO ensures facilities run smoothly, leaders stay focused, customers are supported professionally, and security requirements are consistently met as the company grows.
*All new employees must be able to pass a pre-employment drug screen and background check.
EEO Statement:
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.