Confidential Executive Scheduling Coordinator

Rhombus Power • Palo Alto, CA

1d • Onsite

About The Position

The Confidential Executive Scheduling Coordinator is a trusted, key member of the executive office, supporting the CEO, Advisory Board, and executive team. The role operates at a fast pace and requires adaptability, sound judgment, diplomacy, and the highest level of discretion when handling sensitive internal and proprietary information. The coordinator keeps detailed knowledge of executives’ current and upcoming schedules, anticipates changing needs, and prepares meeting and travel information at short notice. The position may involve management-only discussions and offers opportunities to work closely with organizational leadership.

The role involves frequent interaction with internal and external contacts, customers, vendors, professional organizations, and public agencies. The coordinator manages complex calendars and executive travel, supports meetings and events, prepares documents and communications, and improves administrative processes. The position is based onsite five days a week at Rhombus Power’s Palo Alto, California office and has a 20% travel expectation.

Requirements

• Bachelor’s degree and at least 4 years of prior relevant experience, or a graduate degree and at least 2 years of prior related experience.
• Ability to work onsite five days a week in the Palo Alto, California office.
• Ability to handle sensitive internal and proprietary information discreetly and exercise attention to detail, diplomacy, and sound judgment.
• Ability to adapt to a fast-paced, fluid schedule and take on new responsibilities.

Nice To Haves

• Former uniformed officer with experience as a confidential assistant to a flag officer, or similar experience.
• Experience providing executive-level administrative support, preferably in a fast-paced, defense-related environment.
• Action-oriented, tactful, composed under pressure, and able to handle interpersonal dynamics.
• Proven experience managing complex executive calendars and travel arrangements.
• Excellent written and verbal communication skills, including effective, succinct interaction with senior executives, high-ranking military personnel, staff, and external stakeholders.
• Excellent proficiency in preparing high-quality reports, presentations, and correspondence, including quality assurance of communications and reporting to the CEO.
• Prior experience handling sensitive information with a high degree of discretion and confidentiality.
• Experience in a defense-related field.

Responsibilities

• Act as a trusted coordinator to the CEO, Advisory Board, and executive team, organizing current needs and handling sensitive business information with discretion, urgency, and accuracy.
• Manage a high-volume, constantly changing executive calendar, respond to scheduling requests, and proactively resolve conflicts in line with business priorities.
• Arrange executive travel, including domestic and international travel, and ensure timely communication and preparedness.
• Attend meetings with or on behalf of the CEO; prepare agendas, capture notes, develop read-aheads, and follow up on action items.
• Coordinate onsite and offsite meetings, including meeting details, logistics, and supporting materials.
• Support communications across platforms such as Teams between executives and stakeholders.
• Draft and review documents, presentation materials, and online resources, ensuring quality and accuracy.
• Support in-person and virtual events attended by the CEO, coordinating logistics for smooth execution.
• Identify and implement administrative process improvements, and document and streamline administrative processes.
• Take on additional responsibilities as organizational needs evolve.

Benefits

• Full medical, dental, and vision coverage for employees and dependents.
• 401(k) matching program.
• Paid time off and holidays.
• Bonus and other incentive programs.
• Access to a mental health program.
• Access to flexible spending accounts for health care, dependent care, and commuting.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level