Executive Assistant

Executive Assistant Role at Doodle Labs

Doodle Labs builds the connectivity backbone of the autonomous systems revolution — resilient wireless mesh networks that let drones, robots, and unmanned platforms operate reliably in the world's most demanding environments. We sit at the intersection of defense, robotics, and next-generation autonomy, powering the machines that are changing how militaries, first responders, and industries operate in the field. Our core purpose is simple: connect anyone and anything, at any time, in any place.

For over 25 years, our team has been at the forefront of mesh networking, partnering with leading defense programs, robotics manufacturers, and system integrators worldwide. The work here doesn't sit in a slide deck — it ends up in the field, in the hands of people for whom failure isn't an option.

About the Role

You'll be the operational backbone for the Co-CEO and the broader leadership team at a high-growth technology company operating across the US, Europe, and Singapore. This is a high-trust, high-impact role that blends executive support with office management—your work directly enables leadership to stay focused on strategy and growth while keeping the Austin office running smoothly. No day is routine—priorities shift fast, and your fingerprints are on outcomes.

What You'll Do

• Orchestrate meetings end to end — pull context and prep materials in advance, manage recurring reporting cadences with the Co-CEO's direct reports, run agendas and note-taking in the room, track what was said and what was promised, and make sure nothing due falls off the radar
• Maintain the systems that keep the Co-CEO and his team on track — templates, trackers, and follow-up cadences so nothing promised gets dropped
• Manage complex calendars and scheduling across executives, time zones, and competing priorities
• Own end-to-end travel logistics—domestic and international—including visas, itineraries, and contingency planning
• Handle sensitive communications and confidential information—board materials, personnel matters, and more—with discretion
• Support operational projects as priorities evolve — such as office searches and build-outs, real estate coordination, or standing up new vendor and facilities relationships from scratch
• Own day-to-day office operations — keep the Austin office fully stocked (supplies, snacks, equipment), manage vendor and service relationships, handle incoming and outgoing mail and shipments, coordinate logistics for visitors, VIPs, and external partners, and ensure the workspace runs smoothly
• Own event and milestone readiness — for any upcoming tradeshow, company offsite, key customer meeting, or team gathering, identify what needs to happen, who owns it, and surface gaps to the Co-CEO ahead of time

What Success Looks Like

• The Co-CEOs' calendars consistently reflect company priorities—leaders have space to focus on strategy, not logistics
• Conflicts are caught and resolved early, with rare escalations
• US–Europe–Singapore coordination runs smoothly—meetings happen on time, travel adapts, communications flow
• Meetings are purposeful and productive—clear agendas, prepared participants, documented outcomes
• Sensitive information is handled with confidence and compliance
• Leadership regularly credits you for anticipating issues and bringing solutions
• You are viewed as a trusted operational partner across the organization

Who You Are

• 2–5+ years supporting C-level or senior leadership, ideally in a fast-paced, high-growth environment
• Expert at complex calendar management with strong prioritization judgment
• Proactive by nature—you spot gaps before they become problems
• Clear, professional communicator across all levels and cultures
• Trusted with sensitive information and ambiguous situations
• Proficient in Microsoft 365 (Outlook, Teams, SharePoint)
• Calm under pressure, adaptable, and resilient in fast-moving environments
• Comfortable owning office operations—vendor relationships, facilities, supplies, and team logistics

Why Join Doodle Labs

• Work at the heart of a globally distributed, high-growth technology company building cutting-edge wireless solutions for the autonomous future
• Immediate, visible impact—your work directly enables leadership to drive company strategy and growth
• Trusted partnership with visionary leaders shaping the future of autonomous systems and defense technology
• Global perspective—work across US, Europe, Singapore, and beyond; exposure to international business practices and diverse teams
• Every day presents new problems to solve—variety, learning, and intellectual engagement

Compensation & Benefits

• Doodle Labs offers competitive compensation and a comprehensive benefits package built for people doing serious work.
• Competitive base salary, individual and company performance bonuses.
• Medical, dental, and vision coverage. Plus One Medical, Teladoc, Talkspace, Health Advocate, Kindbody, and sponsored gym memberships
• 401(k) with company contributions
• Access to courses, certifications, and conferences
• Pre-tax commuter savings for transit and parking
• Paid time off, Federal and Bank holidays observed, plus a company-wide holiday shutdown from Christmas through New Year's

Travel & Location

This role is based in Austin, Texas. You will regularly coordinate travel and logistics for leadership across US, Europe, and Singapore, managing different regulatory requirements and time zones. The role may occasionally require travel to support executive meetings, company events, board activities, or cross-office coordination. While primarily based in the US office, this is genuinely a global role managing a distributed leadership team.