Executive Assistant

XTI Aerospace•Dallas, TX

8h•Onsite

About The Position

XTI aerospace is an advanced aviation company developing the TriFan 600, a next-generation vertical takeoff and landing aircraft designed to transform regional air travel. Through its acquisition of Drone Nerds, a leading U.S. enterprise drone solutions provider, XTI is expanding into the broader unmanned aircraft systems (UAS) market—building a comprehensive platform across both manned and autonomous flight. Together, XTI is shaping the future of the Vertical Economy™, combining cutting-edge aircraft design with real-world drone operations and services. We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the CEO to serve as a trusted partner in managing day-to-day operations of the executive office. This role is critical in ensuring the CEO’s time, priorities, and communications are effectively managed in a fast-paced, high-growth aerospace environment. The ideal candidate thrives in dynamic settings, demonstrates strong judgment and discretion, and can anticipate needs while executing with precision. This individual will act as the operational backbone for the CEO, supporting business priorities, coordinating across stakeholders, and ensuring seamless execution across both professional and select personal responsibilities.

Requirements

5+ years of experience supporting senior executives in a fast-paced environment.
Proven ability to manage complex calendars, travel logistics, and high-volume communications.
Strong organizational and project management skills with the ability to handle multiple priorities simultaneously.
Excellent written and verbal communication skills.
High level of discretion and ability to handle confidential information.
Proficiency with productivity tools (Microsoft Office, Google Workspace, calendar systems, expense tools).
Ability to work independently, anticipate needs, and solve problems proactively.
Willingness to support occasional off-hours needs and travel as required.

Nice To Haves

Experience supporting C-level executives or working in high-growth/startup environments.
Familiarity with project management tools (e.g., Trello, Asana, Wrike).
Experience coordinating board meetings and executive-level communications.
Background in aerospace, technology, or professional services environments is a plus.

Responsibilities

Manage high-volume inbox, draft correspondence, and prioritize communications.
Coordinate and maintain complex calendar management across multiple schedules.
Schedule and manage meetings, calls, and in-person engagements with internal and external stakeholders.
Prepare materials, agendas, and logistics for meetings, including Board of Directors engagements.
Support domestic and international travel planning, including detailed itineraries.
Track and reconcile expenses using tools such as Expensify.
Act as a proactive partner to the CEO by anticipating needs, tracking priorities, and ensuring deadlines are met.
Maintain and organize critical documents including contracts, legal records, and confidential materials.
Manage and improve organizational systems (e.g., task tracking, password management, workflow tools).
Coordinate monthly stakeholder meetings and support quarterly board meetings (virtual and in-person).
Execute special projects, including building reports, spreadsheets, and operational tools.
Assist with office operations across multiple locations (Dallas, Denver, and others as needed).
Coordinate logistics for events, meetings, and internal gatherings.
Support marketing-related activities such as managing company swag and materials.
Assist other C-suite leaders with travel coordination and administrative needs when required.
Provide limited personal support including scheduling appointments and managing select personal logistics.
Assist with property-related coordination and external business activities.
Act as a liaison for select investment or external business interests as needed.