Executive Assisstant

NODA AI • Austin, TX

4d • Hybrid

About The Position

NODA AI is seeking an Executive Assistant to partner with its growing leadership team. As the company scales, this role will be crucial in supporting senior leaders, ensuring critical priorities are managed, aligned, and on track. The Executive Assistant will serve as a trusted partner to the Executive Leadership Team, enabling leaders to focus on high-priority tasks while driving operational excellence behind the scenes. This position involves central coordination of cross-functional initiatives, managing competing priorities, and facilitating communication across the organization. It is a highly visible role in a fast-paced, mission-driven environment requiring exceptional judgment, adaptability, discretion, and a proactive approach. The successful candidate will be responsible for keeping operations running smoothly, interfacing with internal teams, and acting as a key contact for customers, vendors, and external executives. Proactive, resourceful individuals who thrive in dynamic settings, anticipate needs, operate with sound judgment, communicate effectively, and remove obstacles are ideal. Mastery of calendar management and the ability to manage complex scheduling ('time Tetris') are key.

Requirements

• 5+ years of experience as an Executive Assistant or in a similar executive support role, with demonstrated experience supporting senior executives in a startup, technology, defense, aerospace, or high-growth environment
• Must qualify as a U.S. Person as defined by applicable U.S. export control laws and regulations, including ITAR and EAR
• Experience managing complex executive calendars, travel, meetings, and competing priorities with minimal direction
• Experience preparing executive-level presentations, reports, correspondence, and business documents
• Experience coordinating executive meetings, including agendas, briefing materials, action items, and follow-up tracking
• Strong proficiency with Microsoft Office Suite, Google Workspace, Slack, Microsoft Teams, and video conferencing platforms
• Demonstrated ability to quickly learn new technologies, including AI-powered productivity tools
• Willingness to travel occasionally in support of executive meetings, company events, and industry conferences

Nice To Haves

• Experience supporting multiple C-suite executives simultaneously within a startup, technology, defense, or high-growth organization
• Prior experience in highly disciplined, detail-oriented environments such as finance, legal, consulting, or management consulting
• Experience managing budgets, invoices, procurement activities, or vendor relationships
• Familiarity with expense management platforms such as Concur, Expensify, Navan, or Ramp
• Demonstrated interest in AI tools that enhance executive productivity and organizational effectiveness
• Exceptional organizational skills with meticulous attention to detail and the ability to manage multiple competing priorities simultaneously
• Excellent written and verbal communication skills, including drafting professional correspondence and executive-level communications
• High level of integrity, discretion, and professionalism in managing highly confidential and sensitive information

Responsibilities

• Manage complex executive calendars, balancing competing priorities and exercising sound judgment to maximize leadership effectiveness.
• Coordinate and schedule meetings, ensuring executives are well prepared with agendas, briefing materials, and relevant documentation.
• Coordinate intricate domestic and international travel, including flights, hotels, ground transportation, itineraries, and contingency planning.
• Prepare, edit, and manage executive correspondence, presentations, reports, communications, and other business documents.
• Serve as a trusted liaison between executives, employees, customers, investors, partners, and other external stakeholders.
• Support Board of Directors meetings, executive leadership meetings, investor updates, customer engagements, and other high-profile events.
• Track action items, follow-ups, and key deliverables across multiple stakeholders to ensure priorities continue moving forward.
• Anticipate executive needs, proactively identify potential conflicts or risks, and resolve issues before they impact business priorities.
• Handle highly confidential and sensitive information with the highest level of professionalism, discretion, and sound judgment.
• Provide on-site executive support during major company events, customer meetings, trade shows, and industry conferences, including occasional travel as required.
• Serve as the primary point of contact for office operations and facilities.
• Oversee office inventory, vendor coordination, ordering supplies, and ensuring the availability of office resources.
• Process and reconcile select employee travel reimbursements in accordance with company policy.
• Assist with special projects, company events, executive initiatives, and other strategic priorities as needed.

Benefits

• Competitive salary
• Comprehensive benefits
• Opportunities for career growth
• Medical, dental, and vision plans
• 401(k) Retirement Savings Plan + Company match
• Equity grants for new hires
• Unlimited PTO
• 11 Paid holidays
• Extremely generous company holiday calendar, including a holiday hiatus in November, & December.
• Generous Parental Leave
• Military Leave for annual training or service requirements
• FSA
• DCFSA
• HSA
• Professional Development Opportunities
• Access to One Medical
• Mental Health Resources: free mental health resources 24/7 including therapy and more.
• Work-life services, such as free legal and financial support

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed