Confidential Executive Scheduling Coordinator

Rhombus Power, Inc. delivers AI-powered predictive intelligence in real time for defense and national security organizations worldwide. Our mission-built products— Ambient AI and Guardian— are transforming strategic, operational, and tactical decision-making. By empowering the shift from reactive analysis to proactive, predictive intelligence and decision support, Rhombus Power is providing foresight and freedom of action when it matters most.

Come join our cross-disciplinary and world-class team that is delivering game-changing solutions to transform global security.

Learn more about Rhombus Power, Inc. and watch a demonstration of Guardian, our AI Platform here:

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The Confidential Executive Scheduling Coordinator position is critical to the function of the executive team, namely the CEO, and requires someone to be jack-of-all-trades who functions in multiple roles, and can operate at a fast cadence at all times. We are seeking those that are tough and are ready for a challenge. This position can be precarious since the Confidential Executive Scheduling Coordinator has minimal authority in many contexts (high-level meetings) but is integral in the smooth operations of our executive office.

Given that this position engages directly with leadership, this position will undoubtedly provide unique opportunities to learn and engage with the leadership of an incredible, game-changing organization.

This is an honorable, trusted, and key position in our organization. The Confidential Executive Scheduling Coordinator is the shadow – always in lockstep supporting, guiding, directing, predicting, and executing the will of our executives.

You will be expected to produce documents and information at a moment’s notice – schedule of events/meetings, purpose of meetings, people attending those meetings, itineraries, seating arrangements, timing, and detailed travel routes. You will need to know the full details of the executives’ schedule starting with the current day, while simultaneously planning and supporting the following day’s schedule, all while predicting the schedule for the following week.

As the jack-of-all-trades, you should be prepared for a variety of situations while understanding that the schedule is fluid and subject to change.

This position may also be involved in meetings in which management-only discussions occur so the highest level of discretion is required.

• Executive Support: Act as a trusted coordinator to the CEO, the Advisory Board, and executive team, organizing current needs and handling sensitive business information with utmost discretion, urgency, and accuracy.
• Calendar Management:Efficiently manage a high-volume, constantly changing calendar, handle scheduling requests, and proactively address conflicts to align executive time with business priorities.
• Travel Management:Manage all executive-level travel scheduling and arrangements, ensuring timely communication and preparedness for both domestic and international travel. We need you to think ahead.
• Meeting Coordination:Attend meetings with or on behalf of the CEO, prepare agendas, capture meeting notes, develop read-aheads, and ensure timely follow-up on action items. Coordinate onsite and offsite meetings comprehensively.
• Communication Support:Assist in communication needs through various platforms such as Teams, ensuring clear and effective exchanges between the executives and stakeholders.
• Document Preparation:Provide administrative support in drafting and reviewing documents, presentation materials, and online resources. Ensure high quality and accuracy in all prepared materials.
• Event Support:Support in-person and virtual events attended by the CEO,…