Executive Coordinator

Rhombuspower; Palo Alto (CA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Full medical, dental, vision coverage

401k matching program

PTO and Holidays

Bonus and other incentive programs

Access to mental health program

Flexible Spending Accounts

Job summary

Rhombus Power, Inc. is seeking an Executive Coordinator to support the leadership team in a fast-paced defense technology environment in Palo Alto, California. This role focuses on managing logistics, travel, and time management to ensure smooth operations for senior leadership.

The ideal candidate will have prior experience in a structured or military environment, exceptional detail orientation, and the ability to multitask while maintaining precision. Rhombus offers competitive salaries and comprehensive benefits, including medical coverage and a 401k matching program.

Qualifications

• Experience supporting senior executives or leadership teams.
• Proficiency in managing complex travel logistics is required.
• Background in military, defense, or structured environments is a strong plus.

Responsibilities

• Own end-to-end travel coordination for senior leadership.
• Manage complex calendars across multiple stakeholders.
• Coordinate processes across leadership, operations, and partners.
• Handle sensitive information with professionalism.
• Build systems for tracking logistics and improve workflows.

Skills

Detail-oriented

Time-sensitive responsiveness

Ownership and accountability

Multi-prioritization

Job description

Rhombus Power, Inc. delivers AI-powered predictive intelligence in real time for defense and national security organizations worldwide. Our mission-built products— Ambient AI and Guardian— are transforming strategic, operational, and tactical decision-making. By empowering the shift from reactive analysis to proactive, predictive intelligence and decision support, Rhombus Power is providing foresight and freedom of action when it matters most.

Come join our cross-disciplinary and world-class team that is delivering game-changing solutions to transform global security.

Learn more about Rhombus Power, Inc. and watch a demonstration of Guardian, our AI Platform here:

https://www.youtube.com/watch?v=3PxY6su1Q-Q

https://www.youtube.com/@rhombuspower8558/videos

https://www.youtube.com/watch?v=Iby5WVNfQiI

See the following articles to learn more about what we do:

https://www.rhombuspower.com/news-and-media

Job Description

Rhombus Power seeks an Executive Coordinator to directly support our leadership team in a fast-paced defense technology environment. This role is operational at its core: you will manage complex, ever-changing logistics, maintain tight travel and meeting coordination across multiple stakeholders concurrently, and ensure leadership can operate at speed and scale without any friction.

This is not a traditional administrative role. It requires sound judgment, discretion and confidentiality, and the ability to execute flawlessly and relentlessly under pressure—especially in managing high-volume, concurrent meeting scheduling and travel across domestic and international contexts.

This is an honorable, trusted, and key position in our organization. We expect you to be the shadow—always in lockstep supporting, guiding, directing, predicting, and executing for our leadership team. Given that this position engages directly with leadership, this role will undoubtedly provide unique opportunities to learn and engage with the leadership of an incredible, game-changing organization.

Candidates with prior experience supporting senior military leadership or operating in structured, high-accountability environments are preferred.

This position may also be involved in meetings in which management-only discussions occur so the highest level of discretion is required.

Who we seek:

• Exceptionally detail-oriented with a zero-error, adaptable, mission-focused mindset
• Highly dependable and responsive in time-sensitive situations
• Strong sense of ownership and accountability, warrior mindset
• Able to manage multiple priorities without losing precision

What Success Looks Like

• Leadership operates without friction or logistical gaps
• Travel is executed seamlessly, even under constant change
• Priorities are anticipated—not just reacted to
• Information is organized, accessible, and reliable, at all times
• You are trusted to handle critical coordination without oversight

What This Role Is Not

• Not event planning–focused
• Not passive or reactive administrative support
• Not suitable for candidates who struggle with ambiguity or rapid change

Responsibilities:

1. Travel & Logistics Execution

• Own end-to-end travel coordination for senior leadership. Meaning, you’ll be managing simultaneous, multi-leg domestic and international itineraries with frequent changes.
• Anticipate and resolve disruptions proactively (delays, rebooking, visa constraints, etc.)
• Ensure all travel aligns with company priorities, security considerations, and time sensitivity
• Maintain clear, real-time visibility into who is where and when across the executive team only

2. Calendars & Time Management

• Manage complex calendars across multiple senior stakeholders
• Prioritize scheduling based on mission-critical needs, not just availability
• Rapidly adapt schedules in response to changing priorities and external demands

3. Operational Coordination

• Act as a central coordination node across leadership, operations, and external partners
• Track key movements, engagements, meetings, and dependencies across teams
• Ensure leadership is fully prepared with the right context, materials, and timing

4. Communication & Discretion

• Handle sensitive information with a high degree of professionalism and confidentiality
• Communicate clearly and concisely across senior internal and external stakeholders
• Represent leadership with professionalism in all interactions
• Prior experience in the military and/or defense-related field is highly desired.

5. Process Discipline & Improvement

• Build and maintain systems for tracking travel, logistics, and scheduling
• Identify inefficiencies and improve workflows over time
• Maintain structured records and ensure nothing falls through the cracks

Experience

• Prior experience supporting senior executives, operators, or leadership teams
• Experience managing complex travel logistics at scale (required)
• Background in military, defense, or similarly structured environments is a strong plus, especially experience supporting senior officers or leadership roles
• Advanced calendar and scheduling management, with exceptional organizational and tracking systems (spreadsheets, tools, etc.)
• Exceptional written and verbal communication
• Ability to operate calmly under pressure and ambiguity

Salary Range

• The estimated base salary range for this position is $70,000/year to $100,000/year

Benefits

• Full medical, dental, vision coverage for employee and dependents
• 401k matching program
• PTO and Holidays
• Bonus and other incentive programs
• Access to mental health program
• Access to Flexible Spending Accounts for Health Care, Dependent and Commuter

About Rhombus

Rhombus Power Inc. (Rhombus) is a startup located in the heart of Silicon Valley at Stanford Research Park in Palo Alto. We use cutting-edge cross-disciplinary approaches to solve pressing Big Data and Sensing problems in security,energy,and healthcare. Our advisory board includes two Nobel Laureates and a Draper Prize winner.

Rhombus compensates, motivates, and develops employees, who are trusted, empowered, and involved. Employees have clear roles and expectations – and their roles are flexible enough to move at the speed of innovationin order meet and exceed client expectations. We have a unique culture of global purpose, rooted in the innovation and progress of Silicon Valley.

Rhombus knows that diversity is a condition for success. We are committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer.