Confidential Executive Scheduling Coordinator

Location: Palo Alto, California, United States; onsite five days per week. Travel expectations: 20%.

Base salary: $70,000–$100,000 per year.

Company

hirify.global is a Silicon Valley startup developing AI-powered predictive intelligence and decision-support products for defense, national security, energy, and healthcare applications.

What you will do

• Provide trusted, confidential coordination and administrative support to the CEO, Advisory Board, and executive team.
• Manage high-volume executive calendars, scheduling requests, conflicts, and changing business priorities.
• Arrange domestic and international executive travel, itineraries, routes, and related logistics.
• Coordinate meetings, agendas, read-aheads, notes, follow-ups, and onsite and offsite logistics.
• Prepare and review documents, presentations, reports, correspondence, and online resources.
• Support executive events and improve administrative processes and workflows.

Requirements

• Bachelor’s degree with at least 4 years of relevant experience, or a graduate degree with at least 2 years of related experience.
• Ability to work onsite five days per week in the Palo Alto office.
• Strong written and verbal communication, diplomacy, judgment, organization, and attention to detail.
• Experience handling sensitive and proprietary information with the highest level of discretion.
• Ability to manage complex calendars, travel arrangements, changing priorities, and high-pressure interactions.
• Willingness to travel approximately 20%.

Nice to have

• Experience as a former uniformed officer or confidential assistant to a flag officer.
• Executive-level administrative support experience in a fast-paced or defense-related environment.
• Experience interacting with senior executives, high-ranking military personnel, customers, vendors, public agencies, and external stakeholders.

Culture & Benefits

• Medical, dental, and vision coverage for employees and dependents.
• 401(k) matching program, paid time off, and holidays.
• Bonus and other incentive programs.
• Mental health program and flexible spending accounts for healthcare, dependent care, and commuting.
• Flexible roles within a cross-disciplinary startup focused on innovation and global security.