Executive 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.

About the role

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 ideal candidate will have strong follow-through, attention to detail, and the ability to multi-task across projects. We are looking for a proactive self-starter who is flexible and a team player. The individual will collaborate with team members at all levels to effectively support the office's daily operations and work closely with the Chief of Staff to ensure the CEO Office operates in a proactive, professional, and well-coordinated manner.

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.
• Greet and direct visitors if the host does not respond within 5-10 minutes; supply clients, visitors, and prospective employees with refreshments as they wait.
• Notify staff of visitor arrival and escort visitors as required.
• Perform upkeep of the executive meeting rooms and the boardroom.
• Maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
• Monitor and order office supplies 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 events as needed.
• Procure refreshments and daily snacks for client meetings.
• Collaborate with the management team and other team members on various projects and initiatives.
• Assist with scheduling meetings and events by reserving conference rooms and preparing the space.

Requirements

• 3+ years of administrative/office experience required.
• 1+ years of executive assistant support.
• Proficient in Microsoft Office products, specifically PowerPoint, Word, and Excel.
• Strong written and verbal communication skills.
• Strong attention to detail and problem-solving skills.
• Experience with MS Teams/Zoom.
• Hands-on experience with office machines (fax, printers, scanners, postage machine).
• Excellent organizational and planning skills in a fast-paced environment.
• Ability to maintain confidential records.
• Excellent time management skills and ability to multi-task and prioritize work.
• Customer service focused with a willingness to partner and provide general guidance and assistance.
• High School Diploma required; Associate or bachelor’s degree in business or communications preferred.
• 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.
• Travel up to 10%.

Preferred Qualifications

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

Working Conditions

The diversity of work conditions may range from a general office environment to warehouse and other facilities. Physical demands include the ability to stoop, stand, climb, and occasionally lift a minimum of 25 lbs. The role involves movement between departments, floors, and worksites to facilitate work.

Pay

Salary: $95,000 – $115,000 annually, depending on relevant work experience, education, training, essential skills, and/or other factors. The position is also eligible for an annual bonus.

Benefits

• Comprehensive healthcare benefits package (dental, vision, life, accident, disability, and other core benefits fully covered by DZYNE).
• Paid time off and paid holidays.
• 401(k) plan with an employer match and immediate vesting.