Executive Assistant

Description About XTI Aerospace XTI aerospace is an advanced aviation company developing the TriFan 600 , a next-generation vertical takeoff and landing aircraft designed to transform regional air travel. Through its acquisition of Drone Nerds, a leading U.S. enterprise drone solutions provider, XTI is expanding into the broader unmanned aircraft systems (UAS) market—building a comprehensive platform across both manned and autonomous flight. Together, XTI is shaping the future of the Vertical Economy™ , combining cutting-edge aircraft design with real-world drone operations and services. Role Overview We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the CEO to serve as a trusted partner in managing day-to-day operations of the executive office. This role is critical in ensuring the CEO’s time, priorities, and communications are effectively managed in a fast-paced, high-growth aerospace environment. The ideal candidate thrives in dynamic settings, demonstrates strong judgment and discretion, and can anticipate needs while executing with precision. This individual will act as the operational backbone for the CEO, supporting business priorities, coordinating across stakeholders, and ensuring seamless execution across both professional and select personal responsibilities. Key Responsibilities: Executive & Administrative Support Manage high-volume inbox, draft correspondence, and prioritize communications. Coordinate and maintain complex calendar management across multiple schedules. Schedule and manage meetings, calls, and in-person engagements with internal and external stakeholders. Prepare materials, agendas, and logistics for meetings, including Board of Directors engagements. Support domestic and international travel planning, including detailed itineraries. Track and reconcile expenses using tools such as Expensify. Operational & Strategic Support Act as a proactive partner to the CEO by anticipating needs, tracking priorities, and ensuring deadlines are met. Maintain and organize critical documents including contracts, legal records, and confidential materials. Manage and improve organizational systems (e.g., task tracking, password management, workflow tools). Coordinate monthly stakeholder meetings and support quarterly board meetings (virtual and in-person). Execute special projects, including building reports, spreadsheets, and operational tools. Office & Cross-Functional Support Assist with office operations across multiple locations (Dallas, Denver, and others as needed). Coordinate logistics for events, meetings, and internal gatherings. Support marketing-related activities such as managing company swag and materials. Assist other C-suite leaders with travel coordination and administrative needs when required. Personal & External Coordination Provide limited personal support including scheduling appointments and managing select personal logistics. Assist with property-related coordination and external business activities. Act as a liaison for select investment or external business interests as needed. Minimum Qualifications 5+ years of experience supporting senior executives in a fast-paced environment. Proven ability to manage complex calendars, travel logistics, and high-volume communications. Strong organizational and project management skills with the ability to handle multiple priorities simultaneously. Excellent written and verbal communication skills. High level of discretion and ability to handle confidential information. Proficiency with productivity tools (Microsoft Office, Google Workspace, calendar systems, expense tools). Ability to work independently, anticipate needs, and solve problems proactively. Willingness to support occasional off-hours needs and travel as required. Preferred Qualifications Experience supporting C-level executives or working in high-growth/startup environments. Familiarity with project management tools (e.g., Trello, Asana, Wrike). Experience coordinating board meetings and executive-level communications. Background in aerospace, technology, or professional services environments is a plus. At XTI Aerospace, we are driven by innovation and the desire to reshape the future of air mobility. If you are passionate about cutting-edge aerospace technology and eager to make an impact on projects like the TriFan 600, we invite you to join our dynamic team. We offer a competitive benefits package, a collaborative work environment, and the opportunity to be at the forefront of sustainable aviation. XTI Aerospace is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will be considered without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability, or veteran status. To apply, please submit your resume outlining your qualifications and experience. We look forward to exploring how you can contribute to our journey toward a more sustainable and innovative future in aviation. Note to Recruiters: XTI Aerospace does not accept unsolicited resumes or referrals from placement agencies, staffing vendors or other external parties seeking recruiting fees without a signed formal agreement.