Executive Assistant (Defense Technology)

Location: Huntington Beach, California, United States. Onsite responsibilities include meetings, VIP visits, delegation events, and occasional extended hours and weekends.

Salary: $95,000–$120,000 USD annually, plus performance-based incentives, equity, and benefits.

Company

Mach Industries is a defense technology startup founded in 2023 that develops next-generation autonomous and decentralized defense platforms for the United States and its allies.

What you will do

• Manage complex executive calendars, prioritize commitments, and coordinate meetings, conference calls, and board engagements.
• Plan domestic and international travel, including flights, hotels, itineraries, and ground transportation.
• Lead logistics for onsite and offsite meetings, VIP visits, delegation events, and special events.
• Track and triage communications, draft and review messages, maintain follow-up lists, and act as a liaison with internal and external stakeholders.
• Support high-priority administrative and strategic projects through research, organization, and cross-functional coordination.
• Submit expense reports, track budgets, maintain filing systems, and handle sensitive company documents.

Requirements

• 3–7 years of experience supporting senior-level executives, preferably in fast-paced, high-growth environments.
• Exceptional organizational and administrative skills, attention to detail, follow-through, initiative, and the ability to work independently.
• Superior verbal and written communication skills across in-person, email, phone, and collaboration platforms.
• High discretion, integrity, and professionalism when handling confidential information.
• Proficiency in calendar management and logistics planning using Google Calendar, Microsoft Office Suite, Slack, and other productivity platforms.
• Ability to manage multiple priorities and meet deadlines in a high-pressure environment.
• Strong interpersonal skills for building relationships across the organization and with external stakeholders.
• Strong proofreading and document editing skills.
• Must be a U.S. citizen or national, lawful permanent resident, refugee, asylee, or eligible to obtain required U.S. Department of State authorizations under ITAR requirements.
• Must be authorized to work in the United States.

Nice to have

• 5+ years supporting a CEO, President, C-suite executive, or senior leadership team.
• Associate or bachelor's degree in Business Administration, Communications, Management, or a related field.
• Experience managing executive calendars across multiple time zones.
• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and Teams.
• Experience coordinating domestic and international travel and preparing detailed itineraries.
• Familiarity with expense management, purchasing, budgeting, and invoice processing systems.
• Experience preparing executive presentations, board materials, reports, and meeting agendas.
• Experience independently managing projects and coordinating across multiple departments.
• Experience handling sensitive corporate, financial, legal, or human resources information.
• Experience supporting board meetings, leadership off-sites, corporate events, or investor relations activities.
• Professional certifications such as Certified Administrative Professional or other relevant administrative credentials.

Culture & Benefits

• Startup agility and a fast-paced environment focused on national security and innovation.
• Healthcare, dental, and vision plans, retirement savings, and paid time off.
• Performance-based incentives and equity participation.
• Funding for continuing education, training, and career development.
• Transparent compensation tiers and investment in employee growth.