Executive Assistant

Vatn Systems

Bristol (RI)

On-site

USD 55,000 - 75,000

Full time

14 days+

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Benefits offered by this job

Medical insurance

401(k) retirement plan

Paid paternity leave

Paid maternity leave

Job summary

A technology firm in Rhode Island is seeking an experienced Executive Assistant to provide support for the CEO. Responsibilities include managing executive communications, organizing meetings and travel arrangements, and preparing presentations. Ideal candidates will have proven experience as an Executive Assistant, exceptional organizational skills, proficiency in Microsoft Office, and a commitment to confidentiality. This full-time role emphasizes collaboration across departments and offers a competitive salary and benefits package.

Qualifications

Experience as an Executive or Administrative Assistant or similar role.
Ability to manage multiple priorities simultaneously.
Proficiency with various communication platforms.
Proficiency with Microsoft Office Suite, Google Workspace and video conferencing tools.

Responsibilities

Manage executive email inboxes and responses.
Schedule meetings and maintain complex calendars.
Organize events and travel arrangements.
Prepare high-quality presentations and reports.
Coordinate domestic and international travel, including flights and accommodations.
Prepare high‑quality presentations, reports and briefing materials for meetings.
Handle personal administrative tasks and meeting logistics.
Oversee short-, medium- and long-term projects to ensure on-time deliverables.
Uphold confidentiality and discretion in handling sensitive information.

Skills

Organizational mastery

Exceptional written and verbal communication skills

Time management

Proficient in Microsoft Office Suite and Google Workspace

Project management

Ability to maintain confidentiality

Communication

Microsoft Office

Google Workspace

Project management

Tools

Salesforce

Slack

Zoom

Google Meet

Job description

Vatn Systems is a group of entrepreneurs, engineers and maritime experts disrupting the autonomous underwater vehicle (AUV) market with low‑cost, modular and expendable devices that allow customers to dramatically upscale underwater and surface operations. Using AI/ML technology to drive next generation navigation combined with advanced manufacturing techniques, Vatn AUVs increase capability, reduce personnel requirements and grow capacity to conduct long‑range underwater missions. The modular hardware and standardized software allows the user to match power, endurance and payload to the specific mission. Vatn arms users with the ability to bring sufficient mass to make maritime applications relevant at the size and scale the maritime environment demands.

About the Role

The ideal candidate will provide top‑level assistance for the CEO. They should be well‑organized and be comfortable scheduling meetings and responding to e‑mails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. This is an in‑person role and no remote candidates will be considered.

Responsibilities

Manage and prioritize executive e‑mail inboxes, ensuring timely responses and follow‑ups.
Maintain complex calendars, including scheduling meetings, calls and video conferences across multiple time zones.
Organize and coordinate events, from small team gatherings to large‑scale company functions.
Serve as a key communication liaison with internal staff, external partners and senior stakeholders.
Coordinate domestic and international travel, including flights, accommodations, ground transportation and itineraries.
Prepare high‑quality presentations, reports and briefing materials for meetings.
Handle personal administrative tasks such as booking reservations, managing event registrations and other logistics.
Oversee short‑, medium‑ and long‑term projects, ensuring deliverables are met on time.
Uphold the highest level of confidentiality and discretion in handling sensitive information.

Qualifications

Proven experience as an Executive Assistant, Administrative Assistant or similar role.
Organizational mastery with the ability to manage multiple priorities simultaneously.
Exceptional written and verbal communication skills.
Excellent time management with attention to detail and accuracy.
Advanced proficiency with Microsoft Office Suite, Google Workspace, Salesforce, Superhuman, Slack and video teleconferencing platforms (Zoom, Teams, Google Meet, etc.).
Strong project management abilities, from initiation to completion.
A team player who collaborates effectively across departments.
Trustworthy and discreet, with a proven track record of maintaining confidentiality.

Preferred Skills