Executive Assistant

Wild West Systems•Great Neck, NY

36d•$75,000•Hybrid

About The Position

About Wild West Systems Wild West Systems is a defense technology startup redefining autonomous edge defense through modular, AI-powered weapon systems-designed, built, and launched in the USA. We're arming the future warfighter with precision, affordability, and swagger. If you're ready to embrace the grit and chaos of cutting-edge defense innovation, welcome to the frontier. About the Role T his is a high-trust, high-intensity Executive Assistant / Founder Operations role supporting the Founder & CEO across multiple fast-growing enterprises, with a primary focus on Wild West Systems , a U.S.-based defense technology company operating in regulated, high-stakes environments. This is not a traditional EA role. You will sit at the center of executive decision-making, information flow, scheduling, finance coordination, and execution. You will see everything. You will be expected to operate with urgency, discretion, and extreme ownership. Successful candidates will have experience supporting financial executives and a strong financial background. If you are looking for a predictable 9-5 job, this is not it. If you want to learn how serious companies are built from the inside , this role can define your career.

Requirements

Exceptional organization and attention to detail
Strong written and verbal communication skills
Comfort operating in ambiguity and moving fast without hand-holding
High judgment, integrity, and discretion
Willingness to work in a demanding, fast-paced environment
Ability to anticipate needs before being asked
Comfort handling sensitive financial and confidential information
You will be exposed to defense technology, venture fundraising, executive finance, and high-stakes operations
2-5+ years supporting a founder, CEO, or senior executive or equivalent experience in operations, consulting, venture, or high-growth startups
Strong proficiency with Google Workspace, calendars, email, and financial tools
U.S.-based and authorized to work in the U.S.
Ability to work with ITAR-sensitive information
Willingness to sign NDA and ITAR acknowledgment
Willingness to work hybrid / in-person in Great Neck, NY

Responsibilities

Executive Time & Focus Full ownership of the CEO's calendar, prioritization, and time-blocking
Proactively protect focus time and eliminate low-value meetings
Prepare daily and weekly agendas with clear objectives
Coordinate complex scheduling across investors, government, partners, legal, contractors, and advisors
Inbox, Communications & Follow-Ups Triage and manage high-volume email and executive communications
Draft responses for review; escalate only what requires judgment
Track and execute follow-ups relentlessly-nothing slips
Manage introductions, investor touchpoints, thank-yous, and reminders
Operations & Execution Support Maintain a real-time list of open loops, deadlines, and action items
Proactively chase deliverables across teams and external partners
Support fundraising workflows (scheduling, documents, follow-ups)
Coordinate with legal, accounting, compliance, and operational vendors
Finance Coordination & Administrative Control Manage expense tracking, reimbursements, receipts, and invoices
Maintain financial hygiene across QuickBooks and related systems
Act as liaison between the CEO and accountants / CPAs
Prepare payments, summaries, and reports (final approval remains with CEO)
Information & Systems Management Build and maintain organized systems for documents, contacts, and records
Prepare briefing materials, summaries, and notes
Ensure the CEO always has the right information at the right time
Create SOPs and processes as complexity scales
Personal & Executive Logistics Coordinate domestic and international travel
Assist with select personal and family logistics
Handle confidential matters with absolute discretion