{"id":3117907,"url":"https://alion.io/job/mach-industries-executive-assistant","title":"Executive Assistant","company":{"id":4935,"name":"Mach Industries","domain":"machindustries.com","url":"https://alion.io/company/machindustries","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":{"grade":"A","score":100,"open_postings":4,"ghost_share":0,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":44,"computed_at":"2026-10-27T05:46:45Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Huntington Beach, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":95000,"max":120000,"currency":"USD","period":"year","gross":null,"usd_annual":120000},"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":true,"relocation_package":false,"has_equity":true,"technologies":[{"name":"Google Calendar","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Slack","optional":false},{"name":"Microsoft Excel","optional":true},{"name":"Outlook","optional":true}],"status":"live","first_seen_at":"2026-10-22T22:05:33Z","employer_posted_date":"2026-10-22","last_verified_at":"2026-10-27T07:14:36Z","board_verified":true,"closed_at":null,"days_open":4,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":4},"description":"About Mach Industries\nFounded in 2023, Mach Industries is a rapidly growing defense technology company focused on developing next-generation autonomous defense platforms. At the core of our mission is the commitment to delivering scalable, decentralized defense systems that enhance the strategic capabilities of the United States and its allies. With a workforce of approximately 350 employees, we operate with startup agility and ambition.\nOur vision is to redefine the future of warfare through cutting-edge manufacturing, innovation at speed, and unwavering focus on national security. We are dedicated to solving the next generation of warfare with lethal systems that deter kinetic conflict and protect global security.\nThe Role\nAs the Executive Assistant to Senior Leadership, you will serve as a trusted partner and strategic support resource to several critical leaders in the organization. This high-impact role demands a proactive, organized, and highly professional individual capable of managing complex scheduling, strategic communications, and high-level project coordination. You will act as an informed liaison, gatekeeper, and representative, maintaining discretion while navigating a fast-paced, high-stakes environment. The ideal candidate will have a \"no task too small\" mentality and thrive on creating leverage for leaders to operate at peak effectiveness.\nKey Responsibilities\nStrategically manage a highly dynamic and complex calendar, prioritizing time allocation across internal and external commitments. Coordinate meetings, conference calls, and board engagements.\nPlan and oversee all logistics related to domestic and international travel including flights, hotels, itineraries, and ground transportation, ensuring alignment with preferences and business priorities.\nLead logistics for onsite/offsite meetings, VIP visits, and delegation events.\nTrack and triage all incoming communications on behalf of Senior Leadership. Draft, review, and respond to emails and messages, exercising sound judgment and prioritization. Maintain to-do lists and follow-through items.\nServe as a liaison between Senior Leadership and internal teams, board members, clients, investors, and external stakeholders. Build and maintain strong professional relationships on behalf of Senior Leadership.\nLead and support high-priority administrative and strategic projects. Take ownership of assignments that require strong organization, independent research, and cross-functional collaboration.\nSubmit expense reports, track budgets, and support special events. Maintain accurate and organized filing systems for sensitive company documents.\nRequired Qualifications \n3-7 years of experience supporting senior-level executives, preferably in fast-paced, high-growth environments.\nExceptional organizational and administrative skills with strong attention to detail and follow-through.\nAbility to anticipate needs, take initiative, and work independently without supervision.\nSuperior verbal and written communication skills across platforms (in person, email, phone, and collaboration tools).\nHigh level of discretion, integrity, and professionalism in handling confidential information.\nProficient in calendar management and logistics planning using tools like Google Calendar, Microsoft Office Suite (Word, Excel, PowerPoint), Slack, and other productivity platforms.\nProven track record of juggling multiple priorities while meeting deadlines in a high-pressure environment.\nExcellent interpersonal skills with the ability to foster strong relationships across all levels of the organization and with external stakeholders.\nStrong proofreading and document editing capabilities with a focus on producing polished, professional work.\nPreferred Qualifications \n5+ years of experience supporting a CEO, President, C-suite executive, or senior leadership team.\nAssociate or bachelor's degree in Business Administration, Communications, Management, or a related field.\nExperience managing complex executive calendars across multiple time zones.\nAdvanced proficiency in Microsoft Excel, PowerPoint, Outlook, and Teams.\nExperience coordinating domestic and international travel and preparing detailed itineraries.\nFamiliarity with expense management, purchasing, budgeting, and invoice processing systems.\nExperience preparing executive presentations, board materials, reports, and meeting agendas.\nDemonstrated ability to manage projects independently and coordinate across multiple departments.\nExperience handling sensitive corporate, financial, legal, or human resources information.\nStrong judgment, initiative, and the ability to anticipate executive needs without extensive direction.\nExperience supporting board meetings, leadership off-sites, corporate events, or investor relations activities.\nProfessional certifications such as Certified Administrative Professional (CAP) or other relevant administrative credentials.\nAdditional Requirements\nAvailable to work extended hours and weekends as needed.\nITAR Requirements\nTo conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here. \nEngineer\n$95,000—$120,000 USD\nAt Mach, we believe that compensation is more than just a paycheck. It's a comprehensive package designed to reward the time, skills, and expertise you bring to our team. We are committed to offering competitive compensation that is equitable, transparent, and aligned with market trends.\nKey Elements of Our Compensation Philosophy:\nCompetitive Salaries: We continuously research market rates to ensure our salaries are competitive with those in our industry and geographic location.\nPerformance-Based Incentives: Our bonus structure is tied to both individual and company performance, creating a win-win scenario that motivates our team members to excel.\nEquity Participation: We offer stock options or equity to employees, ensuring that you share in the success and growth of the company.\nBenefit Packages: Our benefits include healthcare, dental and vision plans, retirement savings, and paid time off, because we understand that your well-being extends beyond the office.\nProfessional Development: We allocate funds for continuing education, training, and career growth.\nTransparency: We are committed to openness about our compensation tiers and how decisions are made, ensuring trust and mutual respect.\nBy joining Mach, you’re not just accepting a job-you’re becoming a key part of a team that values your contributions and invests in your growth. Together, we aim to create a rewarding environment that sets the stage for long-term success.\nData Privacy\nTo view Mach Industries candidate data privacy policy, please visit https://machindustries.com/privacy-policy.\nDisclosures\nThis position may require access to information protected under U.S. export control laws and regulations, including the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR). Please note that any offer for employment may be conditioned on authorization to receive software or technology controlled under these U.S. export control laws and regulations without sponsorship for an export license.\nMach participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.\nThe salary range for this role is an estimate based on a wide range of compensation factors, inclusive of base salary only. Actual salary offers may vary based on (but not limited to) work experience, education and training, critical skills, and business considerations. Highly competitive equity grants are included in most offers and are considered part of Mach’s total compensation package. Mach offers benefits such as health insurance, retirement plans, and opportunities for professional development.\nMach is an equal opportunity employer committed to creating a diverse and inclusive workplace. All qualified applicants will be treated with respect and receive equal consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, national origin, disability, uniform service, Veteran status, age, or any other protected characteristic per federal, state, or local law, including those with a criminal history, in a manner consistent with the requirements of applicable state and local laws. If you’d like to defend the American way of life, please reach out!","description_format":"text","description_chars":8719,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":true,"languages":[]},"benefits":["Equity","Health insurance","Professional development","Retirement plans","Stock options"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Missiles","Military Drones","Defense Manufacturing"],"lifecycle":[{"event":"open","at":"2026-10-22T23:02:29Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 2","filings_12m":2,"filings_prev_12m":0,"green_card_filings_12m":0,"median_offered_wage_usd":352500,"route":null,"cap_exempt":false,"checked_at":"2026-10-15T11:24:14+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)"],"filings_for_role_12m":0}],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":4,"expected_fill_days":44,"reasons":["conf:2","velocity","win:early","comp:brand"],"computed_at":"2026-10-27T05:46:45Z"},"pay":{"stated_usd_annual":120000,"is_top_pay":true},"html_url":"https://alion.io/job/mach-industries-executive-assistant","json_url":"https://alion.io/job/mach-industries-executive-assistant.json","meta":{"generated_at":"2026-10-27T08:42:47Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":9583,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-28T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":4935},"rest":"https://alion.io/mcp/rest/get_company?id=4935"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmach-industries-executive-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmach-industries-executive-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmach-industries-executive-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/mach-industries-executive-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmach-industries-executive-assistant"}]}