Executive Assistant & Office Administrator

Location
:
Salt Lake City, Utah

Position
Type
:
Full-time

Compensation
:
Commensurate with experience

About 47G

47G is Utah’s aerospace, defense, and cyber ecosystem accelerator - a mission-driven nonprofit advancing innovation, workforce development, and industry growth. As the state’s leading industry association, we foster collaboration, champion our members’ interests, and connect stakeholders across sectors. Through high-impact initiatives and events, including our flagship Zero Gravity Conference. We elevate leaders, strengthen the ecosystem, and drive the future of national security and technological advancement.

As the Executive Assistant to the CEO of 47G, you will be the executive’s right hand, anticipating needs, smoothing logistics, driving operational follow-through, and ensuring that the executive’s office and the Board’s interface run like a well-oiled machine. You’re comfortable operating across operations, senior leadership support, board governance, and finance-adjacent tasks.

• Manage the CEO’s calendar proactively - scheduling, rescheduling, prioritizing conflicting demands.
• Coordinate meetings with the Executive team, Board of Directors, external stakeholders and internal partners.
• Prepare agendas for internal leader meetings, weekly team meetings, and board meetings.
• Take meeting minutes at executive team meetings and board meetings; track action items, owners, deadlines and follow-up.
• Ensure all meeting logistics (conference rooms, video-conferencing links, room setup, catering if required) are handled seamlessly.
• Serve as gatekeeper and first line of support for CEO’s time and commitments.

• Arrange all executive travel: flight, hotel, itineraries, meeting logistics, domestic & international as needed. Experience with Visa applications, a plus.
• Manage travel for the CEO & team (as requested) and track individual travel itineraries.
• Process expense reimbursements for CEO, ensuring compliance with policies; track and report travel expenditures.

• Serve as Board Secretary for 47G’s Board of Directors: attend board meetings, prepare board packets, take detailed minutes, record decisions, track follow-ups and governance items.
• Maintain board records, historical actions, board member directory, term dates, committee assignments, and ensure corporate compliance with governance policies.
• Support governance calendar (e.g., board meetings, committee meetings, board member onboarding/offboarding, conflicts of interest disclosures, board binder maintenance).

• Track and reorder office supplies, distribute mail and packages
• Maintain and update corporate presentations for the CEO (board-level decks, investor/partner presentations, internal leadership slides) ensuring format and brand consistency.
• Run miscellaneous errands for CEO and, as needed, for the team (e.g., pick-up/drop-off for special events, meeting deliveries, courier tasks, etc.).
• Place weekly orders for lunch and groceries for the broader team

• Anticipate needs: proactively alert CEO to upcoming deadlines or conflicts.
• Maintain discretion and confidentiality at all times given exposure to sensitive executive, board and financial information.
• Support special projects or tasks related to organizational initiatives.

• Bachelor’s degree in business, communications, or a related field or equivalent combination of both education and experience
• Minimum 5 years of experience supporting C-suite executives (ideally CEO / President role)
• Strong experience in calendar management, travel logistics, meeting preparation, minute-taking, board support.
• Comfortable managing multiple priorities in a dynamic, fast-paced environment.
• Proactive mindset: you anticipate needs rather than wait to be told.
• Strong organizational and time management skills with a detail orientated mindset
• Excellent communication and interpersonal skills.
• Demonstrated discretion, confidentiality and professional judgement.
• Proficiency with Google Workspace; familiarity with tools like Luma, Mailchimp, or CRM…