Executive Coordinator

Rhombus Power•Palo Alto, CA

13h•Onsite

About The Position

Rhombus Power seeks an Executive Coordinator to directly support our senior leadership team in a fast-paced defense technology environment. This role is operational at its core: you will manage complex, ever-changing logistics, maintain tight travel and meeting coordination across multiple stakeholders concurrently, and ensure leadership can operate at speed and scale without any friction. This is not a traditional administrative role. It requires sound judgment, discretion and confidentiality, and the ability to execute flawlessly and relentlessly under pressure—especially in managing high-volume, concurrent travel across domestic and international contexts. This is an honorable, trusted, and key position in our organization. We expect you to be the shadow—always in lockstep supporting, guiding, directing, predicting, and executing for our leadership team. Given that this position engages directly with leadership, this role will undoubtedly provide unique opportunities to learn and engage with the leadership of an incredible, game-changing organization. Candidates with prior experience supporting senior military leadership or operating in structured, high-accountability environments are strongly preferred. This position may also be involved in meetings in which management-only discussions occur so the highest level of discretion is required.

Requirements

Prior experience supporting senior executives, operators, or leadership teams.
Experience managing complex travel logistics at scale (required).
Advanced calendar and scheduling management, with exceptional organizational and tracking systems (spreadsheets, tools, etc.).
Exceptional written and verbal communication.
Ability to operate calmly under pressure and ambiguity.
Exceptionally detail-oriented with a zero-error, adaptable, mission-focused, mindset.
Highly dependable and responsive in time-sensitive situations.
Strong sense of ownership and accountability, warrior-mindset.
Able to manage multiple priorities without losing precision.

Nice To Haves

Prior experience in the military and/or defense-related field is highly desired.
Background in military, defense, or similarly structured environments is a strong plus, especially experience supporting senior officers or leadership roles.

Responsibilities

Own end-to-end travel coordination for senior leadership, managing simultaneous, multi-leg domestic and international itineraries with frequent changes.
Anticipate and resolve disruptions proactively (delays, rebooking, visa constraints, etc.).
Ensure all travel aligns with company priorities, security considerations, and time sensitivity.
Maintain clear, real-time visibility into who is where and when across the executive team.
Manage complex calendars across multiple senior stakeholders.
Prioritize scheduling based on mission-critical needs, not just availability.
Rapidly adapt schedules in response to changing priorities and external demands.
Act as a central coordination node across leadership, operations, and external partners.
Track key movements, engagements, meetings, and dependencies across teams.
Ensure leadership is fully prepared with the right context, materials, and timing.
Handle sensitive information with a high degree of professionalism and confidentiality.
Communicate clearly and concisely across senior internal and external stakeholders.
Represent leadership with professionalism in all interactions.
Build and maintain systems for tracking travel, logistics, and scheduling.
Identify inefficiencies and improve workflows over time.
Maintain structured records and ensure nothing falls through the cracks.