Executive Assistant

Heaviside Industries, Inc.; California; On-site; USD 90,000 - 130,000; Full time

Job summary

Heaviside Industries, based in Los Angeles with offices in Oslo, is hiring an Executive Assistant to the President for a full-time on-site role in Marina Del Rey. You will run calendars, inbox, travel, and meeting rhythm so the President can focus on customers, investors, and the team.

You will handle sensitive information daily, including government program details and board matters, with complete discretion.

Qualifications

• 5+ years supporting a C-level executive, ideally at a high-growth startup.
• Expert calendar and inbox management in Google Workspace or Microsoft 365.
• Proven discretion with confidential information and sound judgment.
• Excellent written communication, able to draft in the President's voice.
• Strong organization under pressure with multiple moving pieces.
• U.S. Person status and ability to obtain/maintain a U.S. security clearance.

Responsibilities

• Own the President's calendar across all stakeholders.
• Manage inbox, draft routine replies and flag items.
• Plan domestic and international travel.
• Prepare meeting materials and capture action items.
• Coordinate board meetings and investor updates.
• Run leadership meetings and company all-hands.
• Support hiring by coordinating interviews.
• Handle special projects and cross-functional initiatives.
• Protect sensitive information following security procedures.

Skills

Calendar management

Inbox management

Travel planning

Communication

Discretion

Organization under pressure

Security clearance readiness

US Person status

Tools

Google Workspace

Microsoft 365

Job description

About Heaviside Industries

Heaviside Industries builds multi-domain autonomous precision munitions for U.S. and allied special operations and conventional forces. While modern warfare has rapidly evolved with the proliferation of unmanned systems, hyper-precise munitions in contested environments are the future of the battlefield. Economical precision strike capabilities are critical to U.S. and allied war efforts, enabling successful defeat of enemy military assets and infrastructure. Heaviside builds precision munitions designed to operate in GPS-denied and spectrum-jammed battlefields—where traditional systems degrade or fail—without inflated prices or sacrifice to performance.

All engineering and manufacturing is conducted in-house in Heaviside’s Los Angeles, CA headquarters and Oslo, Norway office.

Heaviside is backed by Interlagos, Menlo Ventures, Flume Ventures, Cantos, Anorak Ventures, and Ravelin Ventures.

About the role

The Executive Assistant to the President is the President’s right hand: you run their calendar, inbox, travel, and meeting rhythm so they can spend their time on customers, investors, and the team. This is a full-time, on-site role in Marina Del Rey, reporting directly to the President.

We’re scaling fast after our Series B. The President’s time is one of the company’s scarcest resources, and you’ll decide how it gets spent. You’ll handle sensitive information daily, including government program details, board matters, and personnel issues, with complete discretion.

What you’ll do

• Own the President’s calendar. Schedule and prioritize meetings across customers, government stakeholders, investors, board members, and internal teams. Protect focus time and resolve conflicts without being asked.
• Manage the inbox and communications. Triage email, draft routine replies, flag what needs the President’s attention, and follow up on open items.
• Plan travel. Book and manage complex domestic and international itineraries, including trips to military installations, test ranges, and customer sites.
• Prepare for meetings. Assemble briefing materials, agendas, and attendee background; capture action items and track them to completion.
• Support the board and investors. Coordinate board meetings and investor updates, manage logistics, and keep materials organized and on time.
• Run the operating rhythm. Coordinate leadership meetings, offsites, and company all-hands alongside the leadership team.
• Support hiring. Coordinate the President’s interviews with candidates in partnership with the recruiting team, keeping schedules tight as we scale.
• Handle special projects. Take on research, event planning, and cross-functional projects as the President’s priorities shift.
• Protect sensitive information. Follow security, export-control, and information-handling procedures for everything that crosses the President’s desk.

What you bring

• 5+ years supporting a C-level executive or founder, ideally at a high-growth startup.
• Expert calendar and inbox management across Google Workspace or Microsoft 365.
• Proven discretion with confidential information and sound judgment about what to elevate.
• Excellent written communication: you can draft an email in the President’s voice.
• Strong organization under pressure; you keep many moving pieces on track without dropping any.
• Comfort with ambiguity and shifting priorities in a fast-scaling company.
• U.S. Person status (U.S. citizen or lawful permanent resident), required because this role handles export-controlled information.
• Ability to obtain and maintain a U.S. security clearance.

Nice to have

• Experience in defense, aerospace, or government contracting.
• An active security clearance.
• Military service or experience supporting senior military leadership.
• Experience supporting board meetings and fundraising processes.