Executive Administrative Assistant

Company: Ultra Intelligence & Communications

Command, Control, Intelligence & Encryption (C2I&E)

Powering Decision

Join the team redefining defense technology. From engineering systems that save lives to leading programs that change the battlefield—find your place in the future of defense.

Mission Solutions

By joining our Mission Solutions business, you will be a member of a team dedicated to providing innovative solutions that streamline the preparation and execution of intricate, mission-critical operations. We focus on enhancing situational awareness, tactical command and control, and seamless video data exchange capabilities within a dynamic, multi-domain environment.

Job Description

Ultra I&C is seeking a high-performing Executive Administrative Assistant to provide direct administrative and operational support to the VP of HR and other Senior leadership team. Based at our headquarters in Austin, TX, this position plays a critical role in maintaining daily executive operations, managing office functions, and serving as a central point of coordination for leadership communications and events.

This individual will work with a high degree of professionalism and discretion, regularly interacting with senior executives, including chief financial and technical officers, and managing sensitive information with confidence. The role will also lead our internal Events Committee and contribute to employee communications and engagement efforts.

Key Responsibilities:

• Provide executive administrative support to the President, including calendar management, travel coordination, and document preparation.
• Serve as the primary administrative point of contact for the Austin headquarters office, managing general office operations and acting as the face of the Corporate Center.
• Coordinate meetings and executive engagements across multiple time zones, including preparation of agendas, materials, and action tracking.
• Maintain and prepare confidential reports, presentations, and internal communications on behalf of the President and executive leadership.
• Partner with the CEO's Executive Assistant and other BU executive assistants to ensure cohesive administrative support across the enterprise.
• Lead the company's internal Events Committee and drive the planning and execution of onsite and offsite events, leadership summits, and team engagements.
• Provide guidance and coordination for visiting executives and board members.
• Support internal communication initiatives in partnership with HR and Marketing, contributing to messaging and engagement campaigns.
• Assist in financial and operational reporting needs, including expense reconciliation and tracking.
• Other duties as assigned.

Required Qualifications

• 7+ years of executive-level administrative experience supporting C-Suite or senior leadership, preferably in a technical or defense environment.
• Proven ability to manage confidential information and maintain discretion at all times.
• Strong organizational and time-management skills with the ability to manage competing priorities in a fast-paced environment.
• Demonstrated experience coordinating complex travel, meetings, and high-profile events.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Associate degree or equivalent combination of education and experience.
• U.S. citizenship with the ability to obtain a U.S. Government Security Clearance.

Preferred Qualifications

• Prior experience supporting technical, financial, or engineering executives.
• Event planning or employee engagement experience, especially in a corporate or technical setting.
• Strong interpersonal skills and the ability to build relationships across levels and departments.
• Experience in project coordination or light project management.
• Familiarity with tools like Concur, Workday, or similar systems for expense and travel management.
• Willingness to work extended hours and occasional travel (