Executive Assisstant – NODA AI

Location: Austin, TX (Hybrid on-site, with up to 10% travel)
Clearance Requirement: U.S. Citizen with the ability to obtain a security clearance

About NODA

NODA is a Veteran-owned, venture-backed technology company that is transforming how unmanned systems collaborate in complex, mission-critical environments. We are developing next-generation solutions that enable the autonomous orchestration of heterogeneous unmanned systems across air, sea, land, and space with vital applications in the defense, intelligence, and commercial sectors.

Joining NODA means working on meaningful technology that pushes the boundaries of autonomy alongside a team that thrives on innovation, rapid iteration, and collaboration.

The Role

We're expanding our Executive Support function to partner with our growing leadership team. As NODA scales, we're building a small but high-impact team who will work closely with senior leaders across the business to keep critical priorities moving, aligned, and on track. As an Executive Assistant, you will serve as a trusted partner to members of NODA's Executive Leadership Team, ensuring leaders can focus on the company's highest priorities while you drive operational excellence behind the scenes. You'll sit at the center of cross-functional initiatives, helping coordinate communication, manage competing priorities, and keep critical work moving across the organization.

This is a highly visible role in a fast-paced, mission-driven environment that requires exceptional judgment, adaptability, discretion, and a proactive approach to supporting executive leadership. You will be responsible for keeping the train on the tracks, interfacing with both internal NODA leaders and employees, and serve as a critical point of contact for customers, vendors and external executives. Your ability to keep things running and deconflict requests makes you an important part of the team's success.

Successful candidates are proactive, resourceful, and thrive in dynamic environments. They anticipate needs before they arise, operate with sound judgment and discretion, communicate effectively across all levels of the organization, and consistently remove obstacles so executives can focus on advancing NODA's mission. This is an Executive Assistant position where your mastery of calendar management becomes the linchpin of the daily operations! If you are an Executive Assistant that thrives in the satisfaction of making it all work, and is a master at time Tetris, then you will be a perfect fit for this role.

Key Responsibilities

• Manage complex executive calendars, balancing competing priorities and exercising sound judgment to maximize leadership effectiveness.

• Coordinate and schedule meetings, ensuring executives are well prepared with agendas, briefing materials, and relevant documentation.

• Coordinate intricate domestic and international travel, including flights, hotels, ground transportation, itineraries, and contingency planning.

• Prepare, edit, and manage executive correspondence, presentations, reports, communications, and other business documents.

• Serve as a trusted liaison between executives, employees, customers, investors, partners, and other external stakeholders.

• Support Board of Directors meetings, executive leadership meetings, investor updates, customer engagements, and other high-profile events.

• Track action items, follow-ups, and key deliverables across multiple stakeholders to ensure priorities continue moving forward.

• Anticipate executive needs, proactively identify potential conflicts or risks, and resolve issues before they impact business priorities.

• Handle highly confidential and sensitive information with the highest level of professionalism, discretion, and sound judgment.

• Provide on-site executive support during major company events, customer meetings, trade shows, and industry conferences, including occasional travel as required.

• Serve as the primary point of contact for office operations and facilities.

• Oversee office inventory, vendor coordination, ordering supplies, and ensuring the availability of office resources.

• Process and reconcile select employee travel reimbursements in accordance with company policy.

• Assist with special projects, company events, executive initiatives, and other strategic priorities as needed.

Required Qualifications

• 5+ years of experience as an Executive Assistant or in a similar executive support role, with demonstrated experience supporting senior executives in a startup, technology, defense, aerospace, or high-growth environment

• Must qualify as a U.S. Person as defined by applicable U.S. export control laws and regulations, including ITAR and EAR

• Experience managing complex executive calendars, travel, meetings, and competing priorities with minimal direction

• Experience preparing executive-level presentations, reports, correspondence, and business documents

• Experience coordinating executive meetings, including agendas, briefing materials, action items, and follow-up tracking

• Strong proficiency with Microsoft Office Suite, Google Workspace, Slack, Microsoft Teams, and video conferencing platforms

• Demonstrated ability to quickly learn new technologies, including AI-powered productivity tools

• Willingness to travel occasionally in support of executive meetings, company events, and industry conferences

Preferred Qualifications

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

• Prior experience in highly disciplined, detail-oriented environments such as finance, legal, consulting, or management consulting

• Experience managing budgets, invoices, procurement activities, or vendor relationships

• Familiarity with expense management platforms such as Concur, Expensify, Navan, or Ramp

• Demonstrated interest in AI tools that enhance executive productivity and organizational effectiveness

• Exceptional organizational skills with meticulous attention to detail and the ability to manage multiple competing priorities simultaneously

• Excellent written and verbal communication skills, including drafting professional correspondence and executive-level communications

• High level of integrity, discretion, and professionalism in managing highly confidential and sensitive information

Skills & Attributes

• Proactive operator who anticipates needs before they arise and removes obstacles without being asked

• Trusted partner with the discretion and judgment to handle sensitive information and navigate complex stakeholder relationships

• Exceptionally organized, managing multiple competing priorities and deliverables simultaneously without losing quality

• Strong communicator across all levels of the organization, both written and verbal

• Adaptable and calm under pressure, maintaining composure when priorities shift rapidly

• Resourceful problem-solver who finds practical solutions independently

• Mission driven, with a genuine interest in and respect for Noda's defense mission

Benefits & Perks

Our culture fosters collaboration, respect, and trust, empowering passionate people to do their best work. We offer a competitive salary, comprehensive benefits, and opportunities for career growth. In addition to an opportunity to take part in an innovative, collaborative and fast-growing business with a highly motivated and skilled team, we also take pride in taking care of our employees. Here are just a few ways that we show our appreciation:

• We offer comprehensive medical, dental, and visions plans

• 401(k) Retirement Savings Plan to invest in your long-term retirement goals + Company match

• Equity grants for new hires

• Unlimited PTO

• 11 Paid holidays

• Extremely generous company holiday calendar, including a holiday hiatus in November, & December.

• Generous Parental Leave

• Military Leave for annual training or service requirements

• FSA

• DCFSA

• HSA

• Professional Development Opportunities

• Access to One Medical

• Mental Health Resources: We provide free mental health resources 24/7 including therapy and more. Additional work-life services, such as free legal and financial support, are available to you as well.

Growth Path at NODA

• Senior Executive Assistant – support multiple executives, lead executive operations, mentor Executive Assistants, and own increasingly complex executive initiatives.

• Executive Administrator – serve as a strategic executive partner, driving executive operations, Board support, leadership cadence, and cross-functional coordination.

• Operations Manager – lead operational initiatives across G&A, improve organizational processes, and oversee strategic business operations.

• Chief of Staff (for exceptional strategic performers) – partner with executive leadership to drive company priorities, organizational planning, cross-functional execution, and strategic initiatives.

Export Control Compliance

To conform to U.S. government export control regulations, including the International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR), you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or otherwise eligible to obtain the required authorizations from the U.S. Department of State or U.S. Department of Commerce.

Equal Opportunity Statement

NODA AI is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace and to maintaining equitable employment and hiring practices. We provide equal employment opportunities to all applicants and employees and make all employment decisions without regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

As a federal contractor, NODA AI complies with all applicable equal employment opportunity and affirmative action requirements, including Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans' Readjustment Assistance Act of 1974 (VEVRAA), as amended. We are committed to providing reasonable accommodations to qualified applicants and employees with disabilities throughout the recruiting, hiring, and employment process.

Consistent with applicable federal, state, and local laws, qualified applicants with criminal histories will be considered for employment in a manner consistent with applicable fair chance and ban-the-box laws, including the Fair Chance Initiative for Hiring Ordinance where applicable. We actively encourage qualified individuals of all backgrounds, including women, minorities, protected veterans, and individuals with disabilities, to apply.

NODA AI is committed to fostering an inclusive, supportive, and accessible work environment for all applicants and employees. If you require accommodations or assistance during the application process, please don’t hesitate to reach out to us at [email protected] or contact your recruiter so we can provide the support you need.