Executive Assistant & Office Manager

41 Days Old

Job Description

Job Description
Do you thrive in a fast-paced, high-style environment where excellence is the minimum standard? We’re seeking an Executive Assistant & Office Manager who can anticipate needs before they’re spoken, handle chaos with composure, and make every detail look effortless. Join Magnet Defense LLC, a global leader in fully autonomous platforms. We are seeking a highly motivated, enthusiastic, visionary, and experienced Executive Assistant to provide comprehensive administrative, operational, and strategic support to senior leadership.

The ideal candidate will possess exceptional organizational and communication skills, a strong understanding of defense-sector protocols, and the ability to thrive in a fast-paced, mission-critical environment. This role requires sound judgment, initiative, and the ability to handle sensitive information with the utmost confidentiality and professionalism. If you thrive under pressure, be comfortable with unconventional hours (outside the office), and exhibit a high degree of emotional intelligence and problem-solving skills, then this role is for you.  Please note that this role is in the office during regular business hours.

You’ll be the right hand to a high-profile executive – managing the flow of business, life, and everything in between. From coordinating complex schedules and travel to overseeing office operations, events, and vendor relations, you’ll ensure that everything runs seamlessly behind the scenes.
Key Duties and Responsibilities
  • Act as gatekeeper and organizer for executive calendar, communications, and travel
  • Manage vendors, events, and special projects with impeccable attention to detail
  • Oversee office operations, including systems, supplies, staff coordination, and client hospitality
  • Handle confidential information with discretion and professionalism
  • Bring structure, efficiency, and a touch of luxury to every task
  • Provide high-level administrative and logistical support to senior executives, including calendar management, travel coordination, correspondence, and meeting preparation.
  • Oversee travel logistics, including private and commercial flights, accommodations, and last-minute itinerary changes.
  • Run personal errands, coordinate family and social obligations, and liaise with household staff and office staff as needed. 
  • Handle multiple concurrent projects with shifting priorities, ensuring everything is executed flawlessly.
Qualifications
  • Education: Bachelor’s degree in business administration, political science, security studies, or a related field (or equivalent experience). Master's degree is a plus.
  • Experience: Proven track record (5+ years) in executive administrative experience, it’s a plus if it was in the defense, aerospace, or government contracting sectors.
  • Fluent in Microsoft Office Suite, especially Excel and Outlook, with advanced proficiency, secure communication platforms, and document management systems.
Skills & Competencies
  • A poised multitasker who’s unflappable under pressure
  • Discreet, resourceful, and stylishly organized
  • Tech-savvy with strong communication skills (email, scheduling, and presentation tools)
  • 5+ years in a similar role supporting executives, entrepreneurs, or high-net-worth individuals
  • Able to read the room, anticipate needs, and stay five steps ahead
  • Demonstrated ability to manage competing priorities and work under pressure
  • Manages complex schedules and logistics with accuracy
  • Excellent writing, editing, and verbal communication skills
  • Thrives in dynamic, high-stakes environments
  • Comfortable working nights and weekends as needed
  • Ability to obtain and maintain a security clearance
  • Strategic thinker with exceptional attention to detail
  • A desire to work in an entrepreneurial environment with a positive attitude
Why Join Us?
  • Competitive salary and benefits package.
  • Opportunities for professional growth and development.
  • Collaborative work environment.
  • Dynamic environment where no two days are alike
About Magnet Defense:
Magnet Defense LLC is a global leader in fully autonomous defense platforms for global maritime coverage in an uncertain world.  We apply AI-driven software solutions to power advanced manufacturing of unmanned surface vessels and their fully autonomous and compliant navigation and mission systems.  Learn more at www.magnetdefense.com. 

Disclaimers:
The responsibilities and qualifications described here are not exhaustive, and additional assignments, duties, or responsibilities may be required for this position.  Assignments, duties, and responsibilities may change at any time, with or without notice, by Magnet Defense LLC and in its sole discretion.
To comply with US Government national defense technology export regulations, the applicant must be a US citizen, lawful permanent resident of the US, protected individual as defined by 8 USC 1324b(a)(3), or eligible to obtain the required authorizations from the US Department of State. In addition, please note that this position may require a current United States National Security clearance or eligibility for such a clearance.
Magnet Defense LLC is an Equal Opportunity/Affirmative Action Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, or membership in any other group protected by federal, state, or local law.
If you need assistance or accommodation due to a disability, you may contact us at hr@magnetdefense.com.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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Location:
Miami
Category:
Business

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