Executive Assistant, Engineering Department
About The Position
The Engineering Executive Assistant / Project Coordinator provides high-level administrative, operational, and program support to the Product Director, their IPT Leads, and supporting staff. This role plays a critical part in keeping our engineering organization running with precision—coordinating schedules, managing documentation, supporting project execution, driving cross-organization development, and ensuring operational compliance across a rapidly evolving development and manufacturing environment. This position requires exceptional organization, communication, and the ability to anticipate needs within a complex engineering and business workflow. Strong judgment, confidentiality and a proactive mindset are essential.
Requirements
- 3–5+ years of experience as an Executive Assistant, Project Coordinator or similar role.
- Experience supporting technical, engineering, aerospace, defense, or manufacturing teams.
- Strong organizational skills and exceptional attention to detail in a fast-paced, deadline driven environment.
- Proficiency with Microsoft 365 and project management tools (e.g., Jira, Smartsheet, Confluence, MS Project).
- High level of discretion and professionalism when handling sensitive or proprietary information.
- Ability to manage competing priorities and independently drive tasks to completion.
Nice To Haves
- Experience in UAV, aerospace, defense technology or hardware manufacturing environments.
- Familiarity with government or defense program structures, engineering change processes and configuration management.
- Understanding of engineering workflows, prototyping, testing or manufacturing operations.
- Ability to anticipate team needs, identify gaps and implement process improvements.
Responsibilities
- Manage complex calendars, meetings and cross department coordination for Engineering leadership.
- Prepare technical and executive level presentations from the Engineering team, reports and briefing materials for internal reviews and customer or government engagements.
- Coordinate domestic and international travel, itineraries and expense reporting.
- Serve as a trusted liaison between Engineering leadership, internal stakeholders, supplier and defense partners.
- Handle sensitive engineering, proprietary, and program data with the highest level of confidentiality.
- Support planning and tracking of engineering and manufacturing projects across UAV system development, integration, test and production.
- Coordinate project plans, timelines, dashboards and risk/action item logs.
- Coordinate cross-functional technical meetings, design reviews, organizational development sessions and follow-up actions.
- Track deliverables to ensure alignment with program milestones, customer requirements and engineering priorities.
- Assist in documentation control, ensuring engineering documents, work instructions and program files are properly updated and organized.
- Manage and/or approve department timecards, ensuring compliance with company policies, labor charging accuracy and defense industry audit standards.
- Support onboarding of new engineering personnel, including coordinating equipment, access and training requirements.
- Maintain engineering process documentation, team resources, and operational SOPs.
- Assist with vendor coordination, procurement requests, and engineering resource tracking (tools, equipment, hardware, etc.).
- Organize engineering events, team meetings, and offsite activities.
- Support continuous improvement efforts for engineering operations and workflows.
Benefits
- Matching 401(k)
- Paid PTO
- Paid holidays
- Medical, vision, and dental insurance
- Group Short-Term & Long-Term Disability
- HSA and FSA Options
- Critical Care Plan
- Accident Care Plan
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
Number of Employees
1-10 employees
