Senior Executive Scheduler & Travel Coordinator

Rhombus Power, Inc.; Palo Alto (CA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Full medical, dental, vision

401k matching

PTO and Holidays

Bonus programs

Mental health program

Flexible Spending Accounts

Job summary

Rhombus Power, Inc. in Palo Alto, CA is seeking an experienced Confidential Executive Scheduling Coordinator to support the CEO and executive team. You will manage the calendar, arrange travel, prepare meeting materials, and ensure discreet handling of sensitive information.

This role requires onsite presence 5 days a week, strong organizational skills, and the ability to adapt to fast-paced, high-stakes environments while coordinating cross-functional activities.

Qualifications

• Bachelor’s Degree and minimum 4 years of prior relevant experience, or Graduate Degree and a minimum of 2 years of prior related experience
• Preference for former uniformed officer who has experience acting as a confidential assistant to a flag officer, or similar experience
• Ability to be onsite 5x a week in our Palo Alto, CA office

Responsibilities

• Act as a trusted coordinator to the CEO, the Advisory Board, and executive team, organizing current needs and handling sensitive business information with utmost discretion, urgency, and accuracy
• Efficiently manage a high-volume, constantly changing calendar, handle scheduling requests, and proactively address conflicts to align executive time with business priorities
• Manage all executive-level travel scheduling and arrangements, ensuring timely communication and preparedness for both domestic and international travel
• Attend meetings with or on behalf of the CEO, prepare agendas, capture meeting notes, develop read-aheads, and ensure timely follow-up on action items
• Coordinate onsite and offsite meetings comprehensively
• Assist in communication needs through various platforms such as Teams, ensuring clear and effective exchanges between the executives and stakeholders
• Provide administrative support in drafting and reviewing documents, presentation materials, and online resources
• Support in-person and virtual events attended by the CEO, including coordination and logistics to ensure smooth execution
• Identify and implement process improvements to enhance administrative efficiency and effectiveness. Document and streamline administrative processes as needed

Skills

Executive support

Calendar management

Travel planning

Communication

Discretion

Education

Bachelor's Degree / Graduate Degree

Tools

Outlook/Calendar tools

MS Teams

Job description

Rhombus Power, Inc. in Palo Alto, CA is seeking an experienced Confidential Executive Scheduling Coordinator to support the CEO and executive team. You will manage the calendar, arrange travel, prepare meeting materials, and ensure discreet handling of sensitive information.

This role requires onsite presence 5 days a week, strong organizational skills, and the ability to adapt to fast-paced, high-stakes environments while coordinating cross-functional activities.