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Mach Industries · 1 day ago

Executive Assistant

Huntington Beach, CA

Full-time

Onsite

Mid, Senior Level

3+ years exp

Mach Industries is a rapidly growing defense technology company focused on developing next-generation autonomous defense platforms. The Executive Assistant to the CEO will manage complex scheduling, strategic communications, and high-level project coordination while acting as a liaison between the CEO and various stakeholders.

Drone ManagementIndustrialInfrastructureManufacturingNational Security

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 the CEO. 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 the CEO and internal teams, board members, clients, investors, and external stakeholders. Build and maintain strong professional relationships on behalf of the CEO

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

Qualification

Calendar managementLogistics planningCommunication skillsOrganizational skillsInterpersonal skillsDiscretionProofreadingDocument editingAttention to detailIntegrity

Required

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