Executive Assistant

Executive/Administrative Assistant

DZYNE Technologies is leading the future of autonomous defense. Based in Irvine, California, we develop and manufacture advanced airborne and ground-based defense solutions deployed in over 50 countries. Backed by U.S. Government Programs of Record, our technologies are field-proven, scalable, and production-ready. We're growing fast and looking for innovators ready to make an impact. At DZYNE, you'll join a culture built on collaboration, integrity, and purpose. We celebrate wins, value diverse perspectives, and support every team member's success. Ready to do work that matters? Join us.

Position: Executive/Administrative Assistant

Location: Irvine, CA

Work Arrangement: On-site

Position Summary: DZYNE Technologies is seeking a dynamic individual to fulfill a hybrid role that combines the responsibilities of an Executive Assistant and an Administrative Assistant. This role will provide critical support to our executive team while managing various administrative tasks to ensure smooth operations at our location in Irvine, CA. The individual filling this role is expected to have strong follow-through, attention to detail, and the ability to multi-task across projects are required. We are looking for a proactive self-starter who is flexible and a team player. The individual will be responsible for collaborating with team members at all levels to effectively support the office's daily operations. Working closely with the Chief of Staff, the Executive Assistant plays a key role in ensuring the CEO Office operates in a proactive, professional, and well-coordinated manner.

Required Duties and Responsibilities

• Manage calendars, schedule appointments, and coordinate meetings for executives.
• Act as a liaison between executives and internal/external stakeholders, handling communication and correspondence.
• Prepare documents, presentations, and reports for meetings, ensuring accuracy and professionalism.
• Assist with travel arrangements, including booking flights, accommodation, and transportation.
• Handle executives' expense reports, ensuring timely and accurate submission and reimbursement
• Assists visitors by greeting and directing them appropriately if the host does not respond within 5-10 minutes.
• Supplying our clients, visitors, and prospective employees with refreshments as they wait.
• Notifies staff of visitor arrival.
• Escort visitors as required.
• Performs upkeep of the executive meeting rooms and the boardroom.
• Maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
• Monitor level of supplies for Parker and order as needed
• Work with purchasing to establish consistent ordering schedules.
• Assist with onsite client meetings and company events.
• Schedule and supervise catering for onsite meetings and facility wide as needed.
• Procure refreshments and daily snacks for client meetings.
• Collaborate with management team and team members on various projects and initiatives.
• Assist with scheduling meetings and events by reserving conference rooms and preparing the space.

Required Skills/Qualifications

• 3+ years of administrative/office experience required.
• 1+ years of executive assistant support.
• Proficient in Microsoft Office products, specifically PowerPoint, Word, and Excel
• Has the ability to communicate effectively both in writing and verbally.
• Strong attention to detail and problem-solving skills.
• Experience with MS Teams/Zoom.
• Hands-on experience with office machines. Fax machines, printers, scanners, postage machine
• Excellent organizational and planning skills in a fast-paced environment.
• Organized and resourceful.
• Ability to maintain confidential records
• Excellent time management skills and ability to multi-task and prioritize work.
• Must be customer service focused with a willingness to partner and provide general guidance and assistance
• This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as deemed necessary.

Preferred Skills/Qualifications

• Demonstrated experience as an Executive Assistant, Administrative Assistant, or similar role.

Education

• A High School Diploma is required. (Associate or bachelor's degree in business or communications preferred.)

Clearance Level Required: None

Travel Required: Yes, up to 10%

Working Conditions: The diversity of work conditions may range from an environment where there is little or no physical discomfort, such as a general office environment, to warehouse and other facilities.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• Must have the ability to stoop, stand, climb, occasionally lift a minimum of 25 lbs.
• Involves movement between departments, floors, and worksites to facilitate work.

Export Control / ITAR Requirement: This position requires access to information and technology subject to U.S. export control laws and regulations, including the International Traffic in Arms Regulations (ITAR). As a result, employment is contingent upon meeting applicable export control eligibility requirements and compliance obligations.

Work Authorization Requirement: Candidates must be legally authorized to work in the United States on a full-time basis without the need for current or future employment visa sponsorship.

Salary: $95,000 – $115,000 annually Salary depends on relevant work experience, education, training, essential skills, and/or other factors such as specialized or high-demand professions. In addition to the annual salary, the position will be eligible for an annual bonus. The pay range for this job level is a general guideline only and not a guarantee of salary or annual bonus.

Benefits: Our benefits are DZYNEed for your overall health and financial wellness. DZYNE offers a comprehensive healthcare benefits package. Base dental, vision, life, accident, disability, and other core benefits are fully covered by DZYNE. DZYNE provides paid time off and paid holidays. Additionally, DZYNE offers a 401(k) plan with an employer match and immediate vesting.

DZYNE Technologies is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability, or protected veteran status. In addition to federal law requirements, DZYNE Technologies complies with applicable state and local laws governing nondiscrimination in employment in every location in which our company has facilities. This policy applies to all terms and conditions of employment.