Executive Assistant

Executive Assistant to the Executive Management Team

Company Overview

Our client is a global leader in designing and manufacturing high-performance motion simulators and test equipment for the aerospace, defense, space, and transportation sectors. Renowned for engineering excellence and bespoke solutions for complex mission requirements, the company operates across Europe, Asia, and North America. Its success is driven by visionary leaders and highly skilled professionals committed to shaping the future of technology.

About the Role

We are seeking a dynamic, highly organized Executive Assistant to partner with the leadership team of this cutting-edge manufacturer specializing in advanced aerospace and defense technologies. This is more than an administrative position—it's an opportunity to become a trusted advisor and integral member of a fast-paced, high-trust environment.

If you excel at managing diverse responsibilities, thrive under pressure, and pride yourself on delivering precision and excellence while maintaining strict confidentiality, this role offers significant growth potential, including broader client support and group operations responsibilities.

Key Responsibilities

Executive & Administrative Support (Primary)

• Manage executives' calendars, emails, task lists, and daily workflow to ensure optimal time management and alignment with business objectives.
• Arrange and coordinate third-party visits, including visitor registration, hosting, and logistics.
• Prepare agendas, presentations, briefing materials, and follow-up actions for meetings and strategic discussions.
• Coordinate documentation and reporting for strategic initiatives, ensuring accuracy, structure, and timely delivery.
• Identify operational gaps, streamline administrative workflows, and implement process improvements.
• Serve as a key communication bridge between executives, internal teams, clients, and external partners—drafting correspondence, managing inquiries, and facilitating smooth information flow.
• Maintain strict confidentiality and handle sensitive company and client information with professionalism.
• Prepare and reconcile monthly expense reports, monitor budget-related items, and manage complex travel itineraries.
• Assist with routine HR-related tasks such as time-off, expense approvals, performance appraisals, and training program coordination.
• Support the preparation and coordination of executive-level presentations and deliverables.
• Assist with other office administration tasks as needed.

Personal Assistant / Family Office Administrative Support (Approx. 20–25%)

• Handle select personal tasks for company shareholders, such as travel booking, appointment scheduling, coordination with professional service providers (e.g., tax accountants, bankers), and expense reporting, maintaining clear boundaries and professionalism.
• Assist with household-related administrative tasks, including payroll for household staff, vendor coordination, scheduling, estate management, and follow-ups.
• Coordinate logistics for events, client visits, board meetings, and off-site engagements, ensuring seamless planning and execution.
• Proactively anticipate and manage both personal and professional needs, providing end-to-end support to optimize the executive's efficiency and work-life balance.

Essential Skills & Qualifications

• Fluent in English (written and spoken); additional languages (German, French) are a plus.
• Experience in highly sensitive or regulated industries such as finance, aerospace, defense, manufacturing, or high-technology sectors is preferred.
• Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint) and collaboration tools such as Teams, Jira, Slack, Zoom, Asana, and Notion.
• Highly detail-oriented and able to manage competing priorities under pressure.
• Proven experience supporting senior executives and handling confidential information.

Bonus Points For

• Experience working with C-level executives in complex, technical, and sensitive environments.
• Familiarity with CRM and ERP systems.

Who You Are

• Professional, polished, and adaptable, with excellent interpersonal skills.
• Confident and proactive communicator with high-level stakeholders.
• Discreet and trustworthy with sensitive information.
• Independent, organized, and efficient—someone who gets things done.
• Calm under pressure and comfortable managing multiple priorities.
• Capable of ethical judgment with a deep understanding of privacy protocols.

Why Join Our Client?

• Be part of a cutting-edge organization serving critical industries.
• Work in a high-integrity, collaborative environment.
• Opportunities for growth and professional development.
• Competitive salary and benefits.

Employment:
Full-time—must be authorized to work in the US (US citizen or Green Card holder only).

Location:
Austin, TX – On-site only (hybrid model may be considered at a later stage).