Executive Assistant

Zone 5 Technologies; San Luis Obispo, Fort Worth (CA, TX); On-site; USD 84,000 - 114,000; Full time

Benefits offered by this job

401k with company-match

4 weeks paid time off

12 annual holidays

Medical, dental, vision, life

Job summary

Zone 5 Technologies is seeking an experienced Executive Assistant to the Vice President. You will safeguard the executive team’s time, manage calendars, prepare materials, and enable efficient cross-functional collaboration across programs and partners.

The role requires a proactive, detail-oriented professional who thrives in a fast-paced environment, handling confidential information with discretion while supporting high-performance teams and strategic initiatives.

Qualifications

• Minimum of 5+ years of experience as an Executive Assistant supporting senior executives.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and discretion.
• Experience coordinating cross-functional teams and events.
• Proficiency with Microsoft Office, Teams, and planning tools.

Responsibilities

• Manage complex calendars for Vice President, including scheduling and prioritization.
• Coordinate meetings, travel, briefings, and events.
• Prepare agendas, collect pre-reads, and support follow-up actions.
• Draft and edit executive correspondence and presentations.
• Maintain confidentiality and exercise sound judgment.
• Coordinate onboarding of senior hires and cross-functional events.
• Prepare materials for board meetings and investor updates.
• Arrange travel logistics and expense reporting.
• Support company-wide events and leadership communications.

Skills

Calendar management

Executive support

Communication

Discretion & confidentiality

Cross-functional coordination

Microsoft Office

Microsoft Teams

Planner

Education

5+ years executive assistant experience

Tools

Microsoft Office Suite

Microsoft Teams

Planner

Job description

Fort Worth, Texas; San Luis Obispo, California; United States

At Zone 5 Technologies, we're redefining what's possible in unmanned aircraft systems. Our team of engineers and innovators is developing cutting-edge autonomous solutions that push the boundaries of UAS technology - solving complex challenges that matter.

We're building the future of UAS capabilities, and we're looking for exceptional talent to join us. If you're driven by hard problems, energized by rapid innovation, and ready to make an impact on next-generation flight systems, you belong here.

Position Summary
The Executive Assistant (EA) to the Vice President is a critical, high-trust partner who ensures the executive team operates with maximum efficiency, clarity, and focus. This role manages executive schedules, prepares materials, streamlines communications, protects executive time, and enables smooth coordination across programs, functions, and external partners.

The EA must be proactive, detail-obsessed, highly organized, discreet, and capable of anticipating needs before they arise. This is a role for someone who thrives in a fast-paced, mission-driven environment and enjoys enabling high-performance teams.

Responsibilities

Executive Support

• Manage complex calendars for Vice President, including scheduling, prioritization, and optimizing time allocation.
• Coordinate internal and external meetings, executive reviews, briefings, travel, and events.
• Prepare agendas, collect pre-reads, and support follow-up actions to ensure meetings drive decisions and progress.
• Draft, edit, and proofread executive correspondence, presentations, and communications.
• Maintain strict confidentiality and exercise excellent judgment in sensitive matters.

Operational Coordination

• Serve as a point of contact between the executive team and employees, customers, partners, and board members.
• Track and manage executive action items, ensuring follow-through across functions.
• Support onboarding of senior hires and coordinate key cross-functional events (e.g., leadership offsites, quarterly reviews).
• Assist in preparing materials for board meetings, investor updates, and high-level program reviews.
• Organize and maintain executive files, documentation, and digital workspaces.

Execution & Process Support

• Anticipate executive needs and proactively manage priorities, risks, and upcoming deadlines.
• Improve executive team operating cadence—help maintain calendars for Obeya, staff meetings, 1:1s, and program reviews.
• Coordinate travel logistics (domestic & international), itineraries, expense reports, and reconciliations.
• Support planning and execution of company-wide events, all-hands meetings, and leadership communications.

Qualifications

Basic expectations for this role include a minimum of:

• 5+ years of experience as an Executive Assistant supporting senior executives (C-suite, Founder, President, VP, or equivalent).
• Exceptional organizational, time-management, and prioritization skills.
• Strong written and verbal communication abilities; ability to craft polished, executive-ready content.
• High emotional intelligence, discretion, and ability to maintain confidentiality at all times.
• Demonstrated ability to work in fast-paced, dynamic environments with shifting priorities.
• Proficiency with Microsoft Office, Teams, Planner, and modern productivity tools.

Our ideal candidate has:

• Experience supporting executives in aerospace, defense, manufacturing, or technology fields.
• Experience managing complex cross-functional workflows or executive-level project support.
• Familiarity with government contracting, program reviews, or technical organizations.
• Experience organizing leadership offsites or board-level meetings.

#LI-RD1

Pay range for this role

$84,000 - $114,000 USD

What's in it for you:

• Comprehensive benefit package options include medical, dental, vision, life, and more.
• 401k with company-match
• 4 weeks of paid time off each year
• 12 annual company holidays

Why Join Zone 5 Technologies?

• Innovative Environment: Work on cutting-edge technology that is shaping the future of defense and aerospace.
• Collaborative Culture: Join a team of passionate professionals dedicated to pushing the boundaries of what’s possible.
• Career Growth: Opportunities for professional development and career advancement.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Zone 5 Technologies is a federal contractor and participates in E-Verify to confirm employment eligibility. As required by law, we will verify the identity and employment authorization of all new employees using the E-Verify system. Learn more about your rights and responsibilities under E-Verify:https://www.e-verify.gov .

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