Executive Assistant

Noda AI Inc.

Job Overview

Location

Austin

Job Type

Full-time

Full Job Description

📋 Description

• Manage complex calendars and schedule meetings for executives across multiple time zones, ensuring optimal alignment with business priorities.
• Coordinate domestic and international travel arrangements including flights, hotels, ground transportation, and detailed itineraries for senior leadership.
• Prepare, edit, and proofread high-stakes correspondence, presentations, reports, and other executive communications with precision and professionalism.
• Serve as the primary liaison between executives and internal teams, external partners, investors, and board members to facilitate seamless communication and workflow.
• Support the planning and execution of board meetings, investor updates, and other high-profile corporate engagements, including logistical coordination and material preparation.
• Handle highly confidential information with the utmost discretion, ensuring compliance with data security and privacy standards.
• Anticipate executive needs proactively to streamline daily operations and prevent bottlenecks in communication or scheduling.
• Act as the central point of contact for office operations, including monitoring inventory, ordering supplies, and ensuring availability of critical resources.
• Process and reconcile employee travel reimbursements in full compliance with company financial policies and procedures.
• Assist with special projects, internal events, and team initiatives as directed, adapting quickly to shifting priorities in a fast-paced startup environment.
• Maintain organized digital and physical filing systems for executive documents, meeting notes, and operational records.
• Ensure smooth daily functioning of the executive office by addressing urgent requests, resolving scheduling conflicts, and managing unexpected changes with agility.
• Collaborate with HR, finance, and facilities teams to align administrative processes with company standards and growth objectives.
• Represent the executive team with poise and professionalism in all internal and external interactions.
• Support recruitment and onboarding logistics for executive-level hires as needed.
• Stay current with productivity tools and technologies to enhance efficiency in administrative support delivery.
• Maintain accurate records of executive commitments, follow-ups, and action items to ensure accountability and continuity.
• Contribute to a culture of operational excellence by identifying inefficiencies and implementing improved processes.
• Adhere to U.S. government compliance standards related to handling sensitive information in defense and intelligence sectors.
• Travel up to 5% of the time for company-related meetings, events, or offsite engagements.

🎯 Requirements

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar role
• Experience in a startup or technology company preferred
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• High level of discretion and professionalism
• Proficiency with Microsoft Office and modern productivity tools

🏖️ Benefits

• Hybrid work environment
• Competitive pay
• Flexible time off
• Generous PTO policy
• Federal holidays
• Generous health, dental, and vision benefits
• Free OneMedical membership

Skills & Technologies

Hybrid

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Noda AI Inc.

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About Noda AI Inc.

NODA AI develops orchestration software that enables coordinated autonomy for heterogeneous unmanned systems across air, sea, land, and space with primary applications in defense and national security. Their platform integrates robotics, AI, and systems engineering to provide real-time task allocation, mission planning, and secure communication for multi-agent operations, enabling adaptive decision‑making, explainable agent reasoning, and edge deployment on resource‑constrained hardware for mission-critical environments.

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