Executive Assistant Job Description
Location: Based in Austin, TX (Hybrid)
Travel: 0-20%
About Us:
Valkyrie is an applied science firm that builds industry-defining custom AI, Machine Learning and Knowledge Engineering solutions. Our interdisciplinary applied science teams support our clients end-to-end—from data normalization through model deployment—solving complex, high-impact problems across commercial and government sectors. Our work spans industries and institutions including SiriusXM, Activision, Chubb Insurance, and the U.S. Department of Defense. We operate at the intersection of deep technical rigor, operational excellence, and real-world impact.
Executive Assistant Position:
We are seeking a highly organized, proactive, and trustworthy Executive Assistant to the CEO. This role is critical to the company’s day-to-day effectiveness and long-term execution. You will act as a strategic partner to the CEO—owning calendar and travel logistics, managing communications, capturing and tracking priorities, and ensuring the CEO’s time is spent on the highest-leverage work.
This role requires exceptional judgment, discretion, and follow-through. You are someone who anticipates needs before they arise, brings order to complexity, and can seamlessly switch between business and occasional personal coordination.
Key Responsibilities
Executive Support & Prioritization
- Own and actively manage the CEO’s calendar, including scheduling across internal teams, clients, partners, and government stakeholders
- Anticipate scheduling conflicts, protect focus time, and proactively resolve competing priorities
- Track action items, deadlines, and follow-ups to ensure the CEO stays aligned with top priorities
Communication & Inbox Management
- Help organize and manage the CEO’s inbox, triaging messages, drafting responses when appropriate, and ensuring critical communications are surfaced quickly
- Serve as a point of coordination between the CEO and internal/external stakeholders with professionalism and discretion
Meetings & Information Flow
- Attend meetings as needed to take clear, concise notes and capture decisions, action items, and owners
- Distribute notes and follow-ups to relevant parties and ensure accountability
- Help maintain operating rhythm by keeping priorities, deliverables, and commitments visible and organized
- Prepare and send a daily/weekly executive summary brief of meetings and priorities for the day/week
Travel & Logistics
- Book and manage all business travel, including flights, lodging, ground transportation, and itineraries
- Coordinate complex, multi-stop travels with changing schedules and time-sensitive needs
- Occasionally assist with personal travel planning and family calendar coordination
Trust, Compliance & Confidentiality
- Handle sensitive company, client, and personal information with absolute discretion
- Be comfortable pursuing and maintaining a U.S. security clearance, if required
- Support work involving government and regulated environments with professionalism and care
Occasional Personal Support
- Assist with limited personal responsibilities such as family scheduling coordination or occasional personal travel planning, as needed
Executive Assistant Qualifications:
We encourage candidates to apply even if they don’t have 100% of the below qualifications. We believe in a holistic approach when evaluating talent for our team and post new roles often, so even if this role isn’t quite right, we want to meet you!
- 5+ years of experience supporting a senior executive (CEO, Founder, or equivalent), ideally in tech, applied science, or a fast-moving environment
- Exceptionally organized with strong attention to detail and follow-through
- Calm, resourceful, and unflappable—able to handle ambiguity and last-minute changes
- Excellent written and verbal communication skills
- High degree of judgment, discretion, and emotional intelligence
- Comfortable working across both commercial and government-adjacent contexts
- Based in Austin, TX and able to support in-person needs as required
- Eligible and willing to obtain a U.S. security clearance
- Experience supporting executives working with government agencies or regulated industries is a plus
- Familiarity with technical, engineering, or applied science organizations is a plus
- Background in operations, project coordination, or chief-of-staff-adjacent roles is a plus
Perks:
- Competitive Compensation
- Open and unlimited PTO & Sick time
- Tremendous growth potential
- Medical, dental, vision, & HSA options
- 401K
- Flexible hours, work from home as needed
- Company phone plan
- Parking Included
- Onsite gym & showers
- Stocked kitchen with healthy snacks, drinks, coffee, etc
- Team events including happy hours, catered lunches, and other fun outings
- Innovative, collaborative, and fun work environment that fosters a positive and supportive culture for growth
Full-time Employment: Ability to work as a full-time employee
What We Do
At Valkyrie, we are scientists on a mission to advance the field of artificial intelligence and machine learning by putting our cutting-edge technology to work on industry’s biggest challenges. Valkyrie is an AI/ML and Knowledge Graph services company that applies science to data to solve challenges, drive impact and create value. Our team of expertly trained scientists create custom machine learning capabilities to solve complex organizational challenges and drive competitive advantage. We work to find hidden insights within data to deliver solutions that allow our clients to act on empirically backed intelligence and make data-driven decisions. When we’re not obsessively building solutions for our clients, we’re advancing our field of science through research, pro-bono work, and IP development.
Why Work With Us
We are a team-first culture that ensures all employees have opportunities to grow. Recognized by Inc. 5000 as the fastest-growing AI/ML services company in TX, Valkyrie is working to democratize AI for nonprofits, and bring new technology to government & industry, all while acting as the official AI partner for an international motorsports team.
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