Executive Assistant

Nooks is pioneering Classified-Infrastructure-as-a-Service (CIaaS), designing, building, and operating Sensitive Compartmented Information Facilities (SCIFs) and other secured, classified environments for the defense and national security community. The company works with agencies, contractors, and mission-driven organizations that keep the nation safe.

The Executive Assistant will own the CEO’s calendar, inbox, travel, and follow-through while partnering closely with the Chief of Staff to align the CEO’s time with Nooks’ operating priorities. The role supports the CEO directly and the Executive Leadership Team indirectly in a fast-growing environment where priorities shift quickly.

Success in this role means ensuring the CEO’s calendar reflects actual priorities, commitments and documents do not stall, meetings are well prepared, travel logistics are efficiently managed, and leadership has a reliable source of truth for the CEO’s tactical commitments.

The role requires residence in the vicinity of Arlington, Virginia, or Colorado Springs, Colorado. Candidates must be authorized to work in the United States and eligible for and committed to obtaining and maintaining a U.S. government security clearance.

• Five or more years of experience in an executive assistant or executive operations role supporting a chief executive or multiple senior executives.
• Demonstrated track record of setting tactical priority order and acting on it without waiting for direction.
• Ability to notice unstated shifts in priority or attention and adjust before being asked.
• Experience representing an executive with board members, investors, or senior external stakeholders.
• Absolute discretion with sensitive personnel, financial, and strategic information.
• Availability for weekday after-hours support.
• Comfort coordinating complex domestic travel.
• Residence in the Mountain or Central time zone.
• Preferred: Background in a high-growth startup, defense, or national security environment.
• Preferred: Experience supporting a Program Management Office (PMO) or comparable project tracking function.
• Preferred: Experience supporting a principal located in a different time zone from the broader team.
• Authorization to work in the United States.
• Eligibility for and commitment to obtaining and maintaining a U.S. government security clearance as a condition of employment.

• Executive Operations: Own the CEO’s calendar and inbox across a West Coast principal and distributed leadership team.
• Executive Operations: Present logistical decisions clearly to drive simplicity and effective weekly planning.
• Executive Operations: De-risk the CEO’s calendar by preventing conflicts, missed meetings, and repeatedly bumped priorities.
• Executive Operations: Coordinate frequent domestic and multi-site travel, anticipating trip requirements in advance.
• Executive Operations: Manage expense reporting and light financial administration.
• Executive Operations: Manage conference registrations, dining reservations, event coordination, property visits, and other travel activities.
• Priority Stewardship: Align the CEO’s calendar and to-do list with stated priorities and protect important work.
• Priority Stewardship: Monitor changing priorities and reshape calendars, preparation, and follow-ups accordingly.
• Priority Stewardship: Surface and help reconcile genuine prioritization conflicts.
• Priority Stewardship: Protect the CEO’s focus by determining what reaches him, what waits, and what is routed elsewhere.
• Priority Stewardship: Partner with the Chief of Staff to delegate meetings and tasks to appropriate leaders.
• Information Flow and Follow-Through: Maintain the system of record for open items, documents, decisions, and commitments.
• Information Flow and Follow-Through: Move documents through review and signature processes.
• Information Flow and Follow-Through: Deliver context to people whose decisions depend on it.
• Information Flow and Follow-Through: Ensure priority discussion topics are surfaced ahead of critical meetings.
• Briefing, Projects, and Representation: Prepare the CEO for leadership, customer, board, and government meetings.
• Briefing, Projects, and Representation: Capture decisions, translate them into owned follow-ups, and support completion.
• Briefing, Projects, and Representation: Execute projects assigned by the Chief of Staff on time and to standard.