Private Office Executive Assistant

Allen Control Systems•Austin, TX

14h

About The Position

We are seeking an experienced Private Office Executive Assistant (POEA) to the VP of Mechanical and Manufacturing Design provides comprehensive, high-trust support across both corporate executive responsibilities (approximately 75%) and limited personal and family logistics (approximately 25%). This role exists to protect the VP’s time, focus, and operating capacity by managing priorities, logistics, and transitions across professional and personal domains in a transparent and compliant manner. The POEA operates with exceptional discretion, judgment, and autonomy in a fast-paced, high-confidentiality environment. 70% Corporate Executive Support 30% Personal / Family Logistics Support The personal support component is a disclosed part of this role and is treated as a taxable executive benefit in accordance with company policy.

Requirements

5+ years supporting senior executives or technical leaders in a high-trust environment
Demonstrated ability to manage both professional and personal logistics
Exceptional organizational, communication, and problem-solving skills
High emotional intelligence and sound judgment
Absolute discretion and integrity
Ability to operate effectively in a fast-paced, engineering- and manufacturing-driven environment
Valid driver’s license and reliable transportation
Flexible schedule with availability outside standard business hours as required
Occasional evening or weekend work based on executive and business needs

Nice To Haves

Experience supporting VPs or C-suite leaders in engineering, manufacturing, or operations
Experience in hardware, aerospace, defense, robotics, or highly regulated environments
Prior experience in a Private Office or blended executive support role
Defense or Robotics Experience: Prior experience in defense systems, robotics
Experience supporting VPs or C-suite leaders in engineering, manufacturing, or operations
Experience in hardware, aerospace, defense, robotics, or highly regulated environments
Prior experience in a Private Office or blended executive support role

Responsibilities

Own and manage the VP’s complex calendar, ensuring alignment with engineering, manufacturing, and business priorities.
Coordinate internal and external meetings with engineering leadership, operations, supply chain partners, customers, and executive leadership.
Prepare agendas, briefing materials, summaries, and decision-support documents for technical, operational, and leadership meetings.
Manage travel logistics (domestic and international), including itineraries, ground transportation, and contingency planning.
Serve as a gatekeeper for inbound communication; filter, prioritize, and respond as appropriate.
Partner closely with Engineering, Manufacturing, Operations, Finance, Legal, and People teams on sensitive or time-critical matters.
Track action items, deliverables, and deadlines to ensure follow-through and execution.
Handle confidential technical, operational, and personnel information with absolute discretion.
Coordinate personal scheduling, appointments, and logistics to ensure seamless transitions between work and personal commitments.
Manage school calendars, communications, and activity schedules for the executive’s children.
Provide school drop-off/pick-up and transportation coordination as needed.
Supervise short, transitional periods between scheduled care and executive availability (this role does not replace a nanny or caregiver).
Coordinate household vendors and service providers (e.g., cleaners, maintenance, tutors).
Handle personal errands and logistics that directly protect the executive’s availability, focus, and operational reliability.
Support personal travel planning and logistics as required.