Executive Assistant

 

Position Summary 
The Executive Assistant (EA) to the  Vice President is a critical, high-trust partner who ensures the executive team operates with maximum efficiency, clarity, and focus. This role manages executive schedules, prepares materials, streamlines communications, protects executive time, and enables smooth coordination across programs, functions, and external partners. 

The EA must be proactive, detail-obsessed, highly organized, discreet, and capable of anticipating needs before they arise. This is a role for someone who thrives in a fast-paced, mission-driven environment and enjoys enabling high-performance teams. 

Responsibilities 

Executive Support 

• Manage complex calendars for  Vice President, including scheduling, prioritization, and optimizing time allocation. 

• Coordinate internal and external meetings, executive reviews, briefings, travel, and events. 

• Prepare agendas, collect pre-reads, and support follow-up actions to ensure meetings drive decisions and progress. 

• Draft, edit, and proofread executive correspondence, presentations, and communications. 

• Maintain strict confidentiality and exercise excellent judgment in sensitive matters. 

Operational Coordination 

• Serve as a point of contact between the executive team and employees, customers, partners, and board members. 

• Track and manage executive action items, ensuring follow-through across functions. 

• Support onboarding of senior hires and coordinate key cross-functional events (e.g., leadership offsites, quarterly reviews). 

• Assist in preparing materials for board meetings, investor updates, and high-level program reviews. 

• Organize and maintain executive files, documentation, and digital workspaces. 

Execution & Process Support 

• Anticipate executive needs and proactively manage priorities, risks, and upcoming deadlines. 

• Improve executive team operating cadence—help maintain calendars for Obeya, staff meetings, 1:1s, and program reviews. 

• Coordinate travel logistics (domestic & international), itineraries, expense reports, and reconciliations. 

• Support planning and execution of company-wide events, all-hands meetings, and leadership communications. 

Qualifications 

Basic expectations for this role include a minimum of: 

• 5+ years of experience as an Executive Assistant supporting senior executives (C-suite, Founder, President, VP, or equivalent). 

• Exceptional organizational, time-management, and prioritization skills. 

• Strong written and verbal communication abilities; ability to craft polished, executive-ready content. 

• High emotional intelligence, discretion, and ability to maintain confidentiality at all times. 

• Demonstrated ability to work in fast-paced, dynamic environments with shifting priorities. 

• Proficiency with Microsoft Office, Teams, Planner, and modern productivity tools. 

Our ideal candidate has: 

• Experience supporting executives in aerospace, defense, manufacturing, or technology fields. 

• Experience managing complex cross-functional workflows or executive-level project support. 

• Familiarity with government contracting, program reviews, or technical organizations. 

• Experience organizing leadership offsites or board-level meetings. 

 

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