Executive Administrative Assistant – Research, Development & Product

Echodyne is seeking an Executive Administrative Assistant to join our fast-growing team. 

ROLE OVERVIEW

The Executive Assistant provides high-level strategic and administrative support to the Vice Presidents and leadership teams within Research, Development, and Product. The role is responsible for managing executive priorities, optimizing calendars, coordinating meetings and communications, supporting department operations, and driving follow-through on key initiatives. While the position reports to Human Resources for performance management and administrative oversight, day-to-day priorities are directed by the supported Vice Presidents. The successful candidate is proactive, highly organized, adaptable, exercises exceptional judgment, and thrives in a fast-paced technology environment.

RESPONSIBILITIES

Executive Support

• Provide comprehensive executive support to multiple Vice Presidents and senior leaders.
• Manage complex calendars, proactively balancing competing priorities, protecting focus time, and anticipating scheduling conflicts.
• Own recurring executive operating rhythms, including one-on-ones, staff meetings, quarterly business reviews, leadership reviews, and planning cadences.
• Prepare agendas, presentations, briefing materials, and confidential correspondence.
• Track action items, decisions, and follow-up through completion.
• Coordinate complex domestic and international travel, itineraries, expense reports, and contingency planning.
• Prioritize competing executive requests and escalate conflicts appropriately.

Department & Project Coordination

• Coordinate cross-functional meetings involving Research, Development, and Product business functions.
• Support quarterly and annual planning activities, leadership off-sites, workshops, customer visits, and team events.
• Develop and maintain dashboards, trackers, shared resources, and organizational documentation.
• Coordinate vendor paperwork, NDAs, purchase requests, invoices, and contracts as assigned.
• Identify and implement administrative process improvements.

Communication & Relationship Management

• Serve as a trusted liaison between executives and internal/external stakeholders.
• Communicate professionally with employees at all levels.
• Handle confidential employee, business, engineering, product development, customer, and intellectual property information with the highest level of discretion.

Administrative & Financial Support

• Process expense reports, purchase orders, invoices, and administrative transactions.
• Track and maintain visibility into departmental discretionary spending, including morale, training, travel, computer upgrades, and other team-related expenses.
• Maintain accurate records and ensure compliance with company policies.

REPORTING STRUCTURE

• HR provides performance management, coaching, career development, and employment administration.
• Day-to-day work assignments, priorities, and operational feedback are provided by the supported Vice Presidents.
• HR partners with the supported leaders on performance evaluations, development planning, and annual goals.

KEY COMPETENCIES

• Executive Presence
• Strategic Calendar Management
• Organization & Prioritization
• Proactive Problem Solving
• Confidentiality & Discretion
• Adaptability
• Relationship Building
• Attention to Detail

SUCCESS IN THIS ROLE

• Executives operate efficiently with well-managed schedules and priorities.
• Leadership meetings are well organized and followed through to completion.
• Administrative processes become increasingly scalable and efficient.
• Strong partnerships are established across Research, Development, Product, HR, and other business functions.

Echodyne’s technology is export controlled by the U.S. Government and we must evaluate an applicant’s eligibility to handle export-controlled information or obtain required Government authorizations.  Therefore, we will ask you as part of the application process to identify whether you are a U.S. Citizen or green card holder, or have asylum/refugee status in the U.S. 

WHAT WE OFFER

This is a non-exempt role.