Executive Assistant to VP of Engineering | AI-Driven Ops

Firefly Aerospace; United States; On-site; USD 85,000 - 125,000; Full time

Job summary

Firefly Aerospace in the United States seeks an experienced Executive Assistant to support the VP of Engineering, managing a dense calendar, coordinating domestic and international travel, and driving efficiency across 400+ engineers and multiple departments.

The role requires detail‑oriented, proactive problem solving, strong communication, and the ability to handle confidential information. Onsite work at Briggs, TX and Cedar Park, TX facilities is expected.

Qualifications

• 5+ years supporting a VP level executive, ideally in aerospace, defense, or a high growth technical company.
• Sharp eye for detail and a habit of due diligence; you double check the work so the executive never has to.
• Exceptional organization and follow through; you close loops without reminders.
• Strong written and verbal communication, with the judgment to know when to act and when to elevate.
• Hands on experience using automation tools to streamline workflows.
• Ability to support multiple leaders and organizations while keeping each one's priorities straight.
• Composure under pressure and flexibility when priorities shift hour to hour.
• Proven discretion with sensitive information.

Responsibilities

• Manage a dense, frequently changing calendar, prioritizing competing requests with sound judgment.
• Own meeting mechanics for the VP: build agendas, gather materials, attend meetings, take notes, and drive action items to closure.
• Coordinate executive reviews, staff meetings, offsites, and program milestone events.
• Plan domestic and international travel, including itineraries, logistics, and expense reports.
• Support leaders across Engineering and Operations with scheduling, coordination, and special projects as priorities require.
• Draft and edit correspondence, presentations, and internal communications, including the monthly Engineering newsletter and quarterly Engineering milestone reviews.
• Track organizational initiatives, hiring pipelines, and key deadlines, and flag risks early.
• Identify recurring administrative work and build automations to eliminate it, using AI tools, workflow platforms, or lightweight scripting.
• Set up and maintain simple pipelines for reporting, meeting prep, action tracking, and status rollups.
• Coordinate onboarding logistics for senior hires and support recruiting schedules.
• Handle confidential personnel, financial, and export controlled information with discretion.
• Support facilities and seating coordination across Firefly buildings as the organization grows.

Skills

Executive support

Calendar management

Travel planning

Communication

Automation scripting

Prioritization

Discretion

Coordination

Multi-leader support

Tools

Jira

Confluence

Job description

Firefly Aerospace in the United States seeks an experienced Executive Assistant to support the VP of Engineering, managing a dense calendar, coordinating domestic and international travel, and driving efficiency across 400+ engineers and multiple departments.

The role requires detail‑oriented, proactive problem solving, strong communication, and the ability to handle confidential information. Onsite work at Briggs, TX and Cedar Park, TX facilities is expected.