Executive Assistant Job at Vatn Systems in Destin

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About the Company

Vatn Systems is a group of entrepreneurs, engineers and maritime experts disrupting the autonomous underwater vehicle (AUV) market with low cost, modular and expendable devices that allow customers to dramatically upscale underwater and surface operations. Using AI/ML technology to drive next generation navigation combined with advanced manufacturing techniques, Vatn AUVs increase capability, reduce personnel requirements and grow capacity to conduct long range underwater missions. The modular hardware and standardized software allows the user to match power, endurance and payload to the specific mission. Vatn arms users with the ability to bring sufficient mass to make maritime applications relevant at the size and scale the maritime environment demands.

About the Role

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. This is an in-person role and no remote candidates will be considered.

Responsibilities

• Manage and prioritize executive email inboxes, ensuring timely responses and follow-ups.
• Maintain complex calendars, including scheduling meetings, calls, and video conferences across multiple time zones.
• Organize and coordinate events, from small team gatherings to large-scale company functions.
• Serve as a key communication liaison with internal staff, external partners, and senior stakeholders.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
• Prepare high-quality presentations, reports, and briefing materials for meetings.
• Handle personal administrative tasks such as booking reservations, managing event registrations, and other logistics.
• Oversee short-, medium-, and long-term projects, ensuring deliverables are met on time.
• Uphold the highest level of confidentiality and discretion in handling sensitive information.

Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Organizational mastery with the ability to manage multiple priorities simultaneously.
• Exceptional written and verbal communication skills.
• Excellent time management with attention to detail and accuracy.
• Advanced proficiency with Microsoft Office Suite, Google Workspace, Salesforce, Superhuman, Slack, and video teleconferencing platforms (Zoom, Teams, Google Meet, etc.).
• Strong project management abilities, from initiation to completion.
• A team player who collaborates effectively across departments.
• Trustworthy and discreet, with a proven track record of maintaining confidentiality.

Preferred Skills

• Experience supporting C-level executives or senior leadership.
• Strong problem-solving skills with a proactive mindset.
• Ability to adapt quickly to changing priorities in a dynamic environment.

Pay range and compensation package

Base, equity, bonus, full benefits, 21 days vacation.

Equal Opportunity Statement

We are committed to diversity and inclusivity in our hiring practices.

Job Information

• Seniority level: Associate
• Employment type: Full-time
• Job function: Administrative
• Industries: Defense and Space Manufacturing