Executive Assisstant

About the role

In this role, you will play a vital role in supporting the leadership team at Noda Ai by managing essential operational functions. Your primary responsibility will be to partner closely with senior executives, allowing them to concentrate on strategic initiatives while you handle the necessary coordination behind the scenes. This role is crucial for facilitating cross-departmental collaboration, organizing communications, and managing various competing priorities effectively. You will act as a central point of contact, streamlining the flow of information and ensuring that leadership receives the precise support they need to make timely, informed decisions. The position demands a high degree of ownership over complex logistical and administrative projects that directly impact the efficiency of the executive office. You will be entrusted with maintaining the highest level of confidentiality and discretion in all interactions related to sensitive company matters. Success in this role will be measured by your ability to enable the leadership team to operate at maximum strategic capacity without being burdened by operational minutiae.

Key facts

What you'll do

Coordinate executive-level calendars, travel arrangements, and meetings with precision to ensure zero disruption to leadership workflows.

Create executive-level presentations, reports, and correspondence that communicate complex information with clarity and professionalism.

Prepare comprehensive briefing materials for board meetings, investor discussions, and strategic planning sessions.

Manage and prioritize competing deadlines across multiple departments to maintain operational momentum and meet critical milestones.

Organize and facilitate high-stakes executive meetings, including agenda creation, minute-taking, and follow-up action item tracking.

Serve as the primary liaison between internal teams and external stakeholders, ensuring alignment and timely communication.

Utilize AI-driven productivity tools to automate routine tasks and enhance the efficiency of executive support functions.

Maintain strict confidentiality and data security protocols when handling proprietary company information and sensitive documentation.

Adapt rapidly to shifting organizational priorities, demonstrating flexibility and resilience in a fast-paced, dynamic startup environment.

Oversee the procurement and management of vendor relationships relevant to executive support needs, ensuring seamless operations.

Monitor and optimize administrative processes to reduce bottlenecks and improve the overall efficiency of executive operations.

Provide proactive problem-solving support, anticipating needs and preparing solutions before they escalate to the leadership level.

Manage the flow of information across departments, ensuring that executives receive timely, accurate, and relevant updates.

Support the execution of company-wide initiatives that require cross-functional coordination and executive sponsorship.

Requirements

A minimum of 5 years of experience as an Executive Assistant or in a comparable support role within a professional setting.

Proven experience supporting senior executives in fast-paced environments such as startups, technology, defense, or aerospace sectors.

Must be a U.S. Citizen and capable of obtaining a security clearance to access classified or sensitive information.

Demonstrated ability to independently manage complex executive calendars, travel arrangements, and meetings without constant supervision.

Experience in creating executive-level presentations, reports, and correspondence using standard office software.

Proficient in coordinating executive meetings, including the preparation of agendas, briefing materials, and follow-up actions to ensure continuity.

Strong skills in using Microsoft Office Suite, Google Workspace, Slack, Microsoft Teams, and video conferencing tools to perform daily tasks.

Quick adaptability to new technologies, particularly AI-driven productivity tools that enhance efficiency and output.

Willingness to travel occasionally for executive meetings, company events, and industry conferences, typically not exceeding 10% of work time.

Exceptional organizational skills with a keen attention to detail to manage multiple projects and priorities accurately.

Strong written and verbal communication abilities to interact effectively with executives, colleagues, and external partners.

High level of integrity and discretion when handling sensitive information, financial data, and confidential strategic plans.

Nice to have

Experience supporting multiple C-suite executives simultaneously in a startup, technology, defense, or high-growth organization.

Background in detail-oriented fields such as finance, legal, consulting, or management consulting to bring a structured approach.

Familiarity with budget management, invoicing, procurement, or vendor relationship management to assist executive finance interactions.

Knowledge of expense management platforms like Concur, Expensify, Navan, or Ramp to streamline financial processes.

Interest in AI tools that enhance executive productivity and efficiency to stay ahead of technological advancements.

Exceptional organizational skills with a keen attention to detail to ensure flawless execution of complex tasks.

Strong written and verbal communication abilities to convey information clearly and professionally in various contexts.

High level of integrity and discretion when handling sensitive information to protect company interests and reputation.

Practical notes

This hybrid role is based in Austin, TX, with the expectation of up to 10% travel. Candidates must be U.S. Citizens and eligible to obtain a security clearance. The benefits package includes comprehensive medical, dental, and vision coverage, a 401(k) plan with company matching, equity grants, unlimited paid time off, 11 paid holidays plus a generous holiday calendar, parental leave, military leave, flexible spending accounts (FSA), dependent care flexible spending accounts (DCFSA), health savings accounts (HSA), opportunities for professional development, access to One Medical, and mental health resources.