Executive Assistant

4 days ago

Huntington Beach, CA, United States Mach Industries Full time
About Mach Industries

Founded in 2022, Mach Industries is a rapidly growing defense technology company focused on developing next-generation autonomous defense platforms. At the core of our mission is the commitment to delivering scalable, decentralized defense systems that enhance the strategic capabilities of the United States and its allies. With a workforce of approximately 180 employees, we operate with startup agility and ambition.

Our vision is to redefine the future of warfare through cutting-edge manufacturing, innovation at speed, and unwavering focus on national security. We are dedicated to solving the next generation of warfare with lethal systems that deter kinetic conflict and protect global security.

The Role

As the Executive Assistant to the CEO, you will serve as a trusted partner and strategic support resource to one of the most critical leaders in the organization. This high-impact role demands a proactive, organized, and highly professional individual capable of managing complex scheduling, strategic communications, and high-level project coordination. You will act as an informed liaison, gatekeeper, and representative, maintaining discretion while navigating a fast-paced, high-stakes environment. The ideal candidate will have a "no task too small" mentality and thrive on creating leverage for leaders to operate at peak effectiveness.

Key Responsibilities
  • Strategically manage a highly dynamic and complex calendar, prioritizing time allocation across internal and external commitments. Coordinate meetings, conference calls, and board engagements.
  • Plan and oversee all logistics related to domestic and international travel including flights, hotels, itineraries, and ground transportation, ensuring alignment with preferences and business priorities.
  • Lead logistics for onsite/offsite meetings, VIP visits, and delegation events.
  • Track and triage all incoming communications on behalf of the CEO. Draft, review, and respond to emails and messages, exercising sound judgment and prioritization. Maintain to-do lists and follow-through items.
  • Serve as a liaison between the CEO and internal teams, board members, clients, investors, and external stakeholders. Build and maintain strong professional relationships on behalf of the CEO.
  • Lead and support high-priority administrative and strategic projects. Take ownership of assignments that require strong organization, 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.
Basic Qualifications
  • 3-7 years of experience supporting senior-level executives, preferably in fast-paced, high-growth environments.
  • Exceptional organizational and administrative skills with strong attention to detail and follow-through.
  • Ability to anticipate needs, take initiative, and work independently without supervision.
  • Superior verbal and written communication skills across platforms (in person, email, phone, and collaboration tools).
  • High level of discretion, integrity, and professionalism in handling confidential information.
  • Proficient in calendar management and logistics planning using tools like Google Calendar, Microsoft Office Suite (Word, Excel, PowerPoint), Slack, and other productivity platforms.
  • Proven track record of juggling multiple priorities while meeting deadlines in a high-pressure environment.
  • Excellent interpersonal skills with the ability to foster strong relationships across all levels of the organization and with external stakeholders.
  • Strong proofreading and document editing capabilities with a focus on producing polished, professional work.
Preferred Qualifications
  • Prior experience supporting a CEO or C-suite executive in a startup or high-growth startup.
  • Bachelor's degree or equivalent combination of education and experience.
  • Familiarity with board and investor relations workflows.
  • Exposure to client-facing environments and managing executive-level relationships externally.
  • Experience coordinating offsites, board meetings, and company events.
  • Demonstrated ability to act as a chief-of-staff proxy in select meetings and interactions.


Disclosures

This position may require access to information protected under U.S. export control laws and regulations, including the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR). Please note that any offer for employment may be conditioned on authorization to receive software or technology controlled under these U.S. export control laws and regulations without sponsorship for an export license.

Mach participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

The salary range for this role is an estimate based on a wide range of compensation factors, inclusive of base salary only. Actual salary offers may vary based on (but not limited to) work experience, education and training, critical skills, and business considerations. Highly competitive equity grants are included in most offers and are considered part of Mach's total compensation package. Mach offers benefits such as health insurance, retirement plans, and opportunities for professional development.

Mach is an equal opportunity employer committed to creating a diverse and inclusive workplace. All qualified applicants will be treated with respect and receive equal consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, national origin, disability, uniform service, Veteran status, age, or any other protected characteristic per federal, state, or local law, including those with a criminal history, in a manner consistent with the requirements of applicable state and local laws. If you'd like to defend the American way of life, please reach out

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