Executive Assistant

USA Rare Earth, LLC•Washington, DC

40d•Onsite

About The Position

We are seeking a proactive and high organized Executive Assistant to support to the Chief Legal Officer and Head of People & Culture at a dynamic and rapidly growing manufacturing startup. The position plays an important role in ensuring the efficient use of executive time, supporting key internal interactions, and maintaining a welcoming and well-organized office environment. The ideal candidate is resourceful, detail-oriented, and comfortable operating in a fast-paced environment where priorities evolve quickly. This role requires strong judgment, discretion, and the ability to anticipate needs while maintaining a high level of professionalism.

Requirements

Bachelor’s degree or equivalent experience required.
3-5 years of experience in an executive assistant, office coordinator, or administrative support role, preferably in a startup or manufacturing environment.
Strong organizational and time-management skills with exceptional attention to detail.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite, Google Workspace, and other productivity tools.
Ability to handle multiple priorities with professionalism and sound judgement.

Nice To Haves

Experience supporting senior leaders.
Comfortable working in an evolving startup culture with a hands-on, solution-oriented approach.
Strong interpersonal skills and the ability to foster a positive professional office environment.

Responsibilities

Manage executive calendars, coordinate meetings, and handle logistics including agendas, materials, and follow-ups.
Arrange and manage domestic and international travel, accommodations, and itineraries.
Provide administrative support, including drafting correspondence, preparing presentations, and handling confidential information.
Conduct research, compile data, and prepare summaries, reports, and briefing materials to support executive decision-making.
Serve as a liaison between executives and internal/external stakeholders, supporting coordination across departments.
Supporting onboarding logistics and internal meetings related to People & Culture initiatives.
Assist with office administration such as, office supplies, workspace organization, and general office support.
Support internal meetings, leadership visits, and occasional company events hosted in the DC office.
Anticipate needs and help maintain organized processes for administrative operations.
Support special projects as needed and adapt to evolving priorities in a fast-paced startup environment.
Exercise discretion and sound judgment in handling sensitive and confidential matters.