Executive Coordinator

Rhombus Power, Inc.•Palo Alto, CA

23h•Onsite

About The Position

Rhombus Power, Inc. is seeking an Executive Coordinator to provide direct support to its senior leadership team within a dynamic defense technology setting. This role is fundamentally operational, focusing on managing intricate and evolving logistics, coordinating demanding travel and meeting schedules across multiple stakeholders simultaneously, and ensuring leadership can function efficiently and effectively without impediment. This is not a standard administrative position; it demands sound judgment, discretion, confidentiality, and the capacity to execute flawlessly and persistently under pressure, particularly in managing high-volume, concurrent travel domestically and internationally. This is a critical, trusted role within the organization, requiring the individual to act as a proactive support, guiding, directing, anticipating, and executing on behalf of the leadership team. Engaging directly with leadership, this position offers significant opportunities to learn and interact with the leaders of a transformative organization. Prior experience supporting senior military leadership or operating in structured, high-accountability environments is highly preferred. The role may involve participation in meetings with management-only discussions, necessitating the utmost discretion.

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

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

Responsibilities

Own end-to-end travel coordination for senior leadership, managing simultaneous, multi-leg domestic and international itineraries with frequent changes.
Anticipate and proactively resolve travel disruptions such as delays, rebooking, and visa constraints.
Ensure all travel aligns with company priorities, security considerations, and time sensitivity.
Maintain clear, real-time visibility of executive team members' locations and schedules.
Manage complex calendars for multiple senior stakeholders.
Prioritize scheduling based on mission-critical needs rather than just availability.
Rapidly adapt schedules in response to changing priorities and external demands.
Act as a central coordination point between 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 for engagements.
Handle sensitive information with a high degree of professionalism and confidentiality.
Communicate clearly and concisely with 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.