Executive Assistant

Mach Industries•Huntington Beach, CA

8d•$95,000 - $120,000

About The Position

Mach Industries is a rapidly growing defense technology company founded in 2023, with approximately 350 employees. The company develops autonomous defense platforms and scalable, decentralized defense systems. The Executive Assistant to Senior Leadership serves as a trusted partner and strategic support resource to several leaders. The role manages complex scheduling, strategic communications, logistics, and high-level project coordination in a fast-paced, high-stakes environment. The Executive Assistant acts as a liaison, gatekeeper, and representative for senior leaders, maintaining discretion and helping them operate effectively. The role includes calendar and travel management, communications triage, meeting and event logistics, project coordination, expense reporting, budget tracking, and administration of sensitive documents. Candidates must be eligible under U.S. export-control requirements or eligible to obtain the required authorizations. Extended hours and weekends may be required as needed.

Requirements

3–7 years of experience supporting senior-level executives, preferably in fast-paced, high-growth environments.
Exceptional organizational and administrative skills, attention to detail, and follow-through.
Ability to anticipate needs, take initiative, and work independently without supervision.
Superior verbal and written communication skills across in-person, email, phone, and collaboration-tool platforms.
Discretion, integrity, and professionalism when handling confidential information.
Proficiency in calendar management and logistics planning using tools such as Google Calendar, Microsoft Office Suite (Word, Excel, PowerPoint), Slack, and other productivity platforms.
Ability to manage multiple priorities and meet deadlines in a high-pressure environment.
Excellent interpersonal skills and ability to build relationships across organizational levels and with external stakeholders.
Strong proofreading and document-editing skills, producing polished professional work.
Must meet U.S. export-control eligibility requirements or be eligible to obtain required authorizations.
Available to work extended hours and weekends as needed.

Nice To Haves

5+ years of experience supporting a CEO, President, C-suite executive, or senior leadership team.
Associate or bachelor's degree in Business Administration, Communications, Management, or a related field.
Experience managing complex executive calendars across multiple time zones.
Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and Teams.
Experience coordinating domestic and international travel and preparing detailed itineraries.
Familiarity with expense management, purchasing, budgeting, and invoice-processing systems.
Experience preparing executive presentations, board materials, reports, and meeting agendas.
Demonstrated ability to manage projects independently and coordinate across multiple departments.
Experience handling sensitive corporate, financial, legal, or human resources information.
Strong judgment, initiative, and ability to anticipate executive needs without extensive direction.
Experience supporting board meetings, leadership off-sites, corporate events, or investor relations activities.
Professional certifications such as Certified Administrative Professional (CAP) or other relevant administrative credentials.

Responsibilities

Manage complex calendars and prioritize internal and external commitments, including meetings, conference calls, and board engagements.
Plan domestic and international travel, including flights, hotels, itineraries, and ground transportation.
Coordinate logistics for onsite and offsite meetings, VIP visits, and delegation events.
Track, triage, draft, review, and respond to communications on behalf of senior leadership; maintain to-do lists and follow-up items.
Liaise with senior leadership, internal teams, board members, clients, investors, and external stakeholders, building and maintaining professional relationships.
Lead and support high-priority administrative and strategic projects, including independent research and cross-functional collaboration.
Submit expense reports, track budgets, and support special events.
Maintain accurate and organized filing systems for sensitive company documents.