Executive Assistant

About Mach Industries

Founded in 2023, 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 350 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 Senior Leadership, you will serve as a trusted partner and strategic support resource to several 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 Senior Leadership. 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 Senior Leadership and internal teams, board members, clients, investors, and external stakeholders. Build and maintain strong professional relationships on behalf of Senior Leadership.
• 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.

Required 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

• 5+ years of experience 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 complex 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.
• Demonstrated ability to manage projects independently and coordinate across multiple departments.
• Experience handling sensitive corporate, financial, legal, or human resources information.
• Strong judgment, initiative, and the ability to anticipate executive needs without extensive direction.
• Experience supporting board meetings, leadership off-sites, corporate events, or investor relations activities.
• Professional certifications such as Certified Administrative Professional (CAP) or other relevant administrative credentials.

Additional Requirements

• Available to work extended hours and weekends as needed.

ITAR Requirements

To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here .

Engineer $95,000 — $120,000 USD

At Mach, we believe that compensation is more than just a paycheck. It's a comprehensive package designed to reward the time, skills, and expertise you bring to our team. We are committed to offering competitive compensation that is equitable, transparent, and aligned with market trends.

Key Elements of Our Compensation Philosophy:

• Competitive Salaries: We continuously research market rates to ensure our salaries are competitive with those in our industry and geographic location.
• Performance-Based Incentives: Our bonus structure is tied to both individual and company performance, creating a win-win scenario that motivates our team members to excel.
• Equity Participation: We offer stock options or equity to employees, ensuring that you share in the success and growth of the company.
• Benefit Packages: Our benefits include healthcare, dental and vision plans, retirement savings, and paid time off, because we understand that your well-being extends beyond the office.
• Professional Development: We allocate funds for continuing education, training, and career growth.
• Transparency: We are committed to openness about our compensation tiers and how decisions are made, ensuring trust and mutual respect.

By joining Mach, you’re not just accepting a job—you’re becoming a key part of a team that values your contributions and invests in your growth. Together, we aim to create a rewarding environment that sets the stage for long-term success.

Data Privacy
To view Mach Industries candidate data privacy policy, please visit https://machindustries.com/privacy-policy .

Disclosures