Private Office Executive Assistant

Company Overview:

Allen Control Systems (ACS) is a cutting-edge defense startup, founded by two ex-Navy electrical engineers with a proven track record in robotics and software. We are developing a small, autonomous gun turret that employs advanced computer vision and control systems to precisely target and neutralize small drones and loitering munitions. Our innovative approach requires overcoming significant technical challenges, making this an exciting and dynamic environment for experienced engineers.

With an engineering-first culture, ACS values technical excellence and innovation. Backed by our founders' successful exits from two previous venture acquired for a combined $180M in 2022, we are committed to ensuring that the groundbreaking technologies we develop will have a real-world impact.

Position Overview:

We are seeking an experienced Private Office Executive Assistant (POEA) to the VP of Mechanical and Manufacturing Design provides comprehensive, high-trust support across both corporate executive responsibilities (approximately 75%) and limited personal and family logistics (approximately 25%).

This role exists to protect the VP’s time, focus, and operating capacity by managing priorities, logistics, and transitions across professional and personal domains in a transparent and compliant manner.

The POEA operates with exceptional discretion, judgment, and autonomy in a fast-paced, high-confidentiality environment.

• 70% Corporate Executive Support

• 30% Personal / Family Logistics Support

The personal support component is a disclosed part of this role and is treated as a taxable executive benefit in accordance with company policy.

What You’ll Do:

Corporate Executive Support (70%)

• Own and manage the VP’s complex calendar, ensuring alignment with engineering, manufacturing, and business priorities.
• Coordinate internal and external meetings with engineering leadership, operations, supply chain partners, customers, and executive leadership.
• Prepare agendas, briefing materials, summaries, and decision-support documents for technical, operational, and leadership meetings.
• Manage travel logistics (domestic and international), including itineraries, ground transportation, and contingency planning.
• Serve as a gatekeeper for inbound communication; filter, prioritize, and respond as appropriate.
• Partner closely with Engineering, Manufacturing, Operations, Finance, Legal, and People teams on sensitive or time-critical matters.
• Track action items, deliverables, and deadlines to ensure follow-through and execution.
• Handle confidential technical, operational, and personnel information with absolute discretion.

Personal & Family Logistic

• Coordinate personal scheduling, appointments, and logistics to ensure seamless transitions between work and personal commitments.
• Manage school calendars, communications, and activity schedules for the executive’s children.
• Provide school drop-off/pick-up and transportation coordination as needed.
• Supervise short, transitional periods between scheduled care and executive availability (this role does not replace a nanny or caregiver).
• Coordinate household vendors and service providers (e.g., cleaners, maintenance, tutors).
• Handle personal errands and logistics that directly protect the executive’s availability, focus, and operational reliability.
• Support personal travel planning and logistics as required.

This role does NOT include:

• Acting as a primary childcare provider
• Ongoing caregiving responsibilities
• Regular housekeeping or domestic labor

What You’ll Need:

Required

• 5+ years supporting senior executives or technical leaders in a high-trust environment
• Demonstrated ability to manage both professional and personal logistics
• Exceptional organizational, communication, and problem-solving skills
• High emotional intelligence and sound judgment
• Absolute discretion and integrity
• Ability to operate effectively in a fast-paced, engineering- and manufacturing-driven environment
• Valid driver’s license and reliable transportation
• Flexible schedule with availability outside standard business hours as required
• Occasional evening or weekend work based on executive and business needs

Preferred

• Experience supporting VPs or C-suite leaders in engineering, manufacturing, or operations
• Experience in hardware, aerospace, defense, robotics, or highly regulated environments
• Prior experience in a Private Office or blended executive support role

You’ll Stand Out:

• Defense or Robotics Experience: Prior experience in defense systems, robotics, Experience supporting VPs or C-suite leaders in engineering, manufacturing, or operations
• Experience in hardware, aerospace, defense, robotics, or highly regulated environments
• Prior experience in a Private Office or blended executive support role

What We Offer:

• Competitive salary
• ACS Equity Package
• Health, Dental, Vision Insurance
• Paid Time Off

Allen Control Systems is an Equal Opportunity Employer, providing equal employment opportunities to all employees and applicants for employment. Allen Control Systems prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.