Executive Administrative Assistant

Company: Ultra Intelligence & Communications

Provide Decision Advantage to Mission Partners Around the World

Join us in our mission to provide the world's military members with the latest, most customizable solutions and capabilities, enabling mission success anywhere around the globe. At Ultra Intelligence and Communications (I&C), we provide critical, tactical capabilities to enhance and accelerate decision-making in the most challenging environments. By joining us, you will experience unrivaled opportunities for growth and innovation and be a part of a dynamic and diverse team that pushes boundaries and drives meaningful change in intelligence and communications.

Command, Control, Intelligence, and Encryption (C2I&E)

By joining our Command, Control, Intelligence, and Encryption (C2I&E) business, you will be a member of a team dedicated to providing innovative solutions that streamline the preparation and execution of intricate, mission-critical operations. We focus on enhancing situational awareness, tactical command and control, and seamless video data exchange capabilities within a dynamic, multi-domain environment.

Key Responsibilities:

• Provide executive administrative support to the President, including calendar management, travel coordination, and document preparation.
• Serve as the primary administrative point of contact for the Austin headquarters office, managing general office operations and acting as the face of the Corporate Center.
• Coordinate meetings and executive engagements across multiple time zones, including preparation of agendas, materials, and action tracking.
• Maintain and prepare confidential reports, presentations, and internal communications on behalf of the President and executive leadership.
• Partner with the CEO's Executive Assistant and other BU executive assistants to ensure cohesive administrative support across the enterprise.
• Lead the company's internal Events Committee and drive the planning and execution of onsite and offsite events, leadership summits, and team engagements.
• Provide guidance and coordination for visiting executives and board members.
• Support internal communication initiatives in partnership with HR and Marketing, contributing to messaging and engagement campaigns.
• Assist in financial and operational reporting needs, including expense reconciliation and tracking.
• Other duties as assigned.

Required Qualifications

• 7+ years of executive-level administrative experience supporting C-Suite or senior leadership, preferably in a technical or defense environment.
• Proven ability to manage confidential information and maintain discretion at all times.
• Strong organizational and time-management skills with the ability to manage competing priorities in a fast-paced environment.
• Demonstrated experience coordinating complex travel, meetings, and high-profile events.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Associate degree or equivalent combination of education and experience.
• U.S. citizenship with the ability to obtain a U.S. Government Security Clearance.

Preferred Qualifications

• Prior experience supporting technical, financial, or engineering executives.
• Event planning or employee engagement experience, especially in a corporate or technical setting.
• Strong interpersonal skills and the ability to build relationships across levels and departments.
• Experience in project coordination or light project management.
• Familiarity with tools like Concur, Workday, or similar systems for expense and travel management.
• Willingness to work extended hours and occasional travel (<10%) as needed.

#IC

#LI-DA1

#LI-Hybrid

Due to the nature of the programs we deliver for our customers, candidates may need to obtain the relevant security clearance or handle export-controlled material as defined by the role's requirements.

Every employee is critical to our success, and as such, we offer a range of flexible employee benefits, including:

• Annual Bonus - Annual Bonus - Performance Related

• Competitive Paid Time Off (PTO) package plus 11 company holidays

• Early finish on Friday

• 401K w/ company match

• Medical/Dental/Vision Benefits

• Student Loan Assistance Program

• Array of voluntary benefit offerings

At Ultra I&C, we are proud to be an equal opportunity employer. Our commitment is to uphold respect, dignity, and fairness for all employees and applicants in compliance with all applicable laws. Guided by our core values, we foster a workplace supports each individual in reaching their full potential.

We prohibit discrimination on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected characteristic as defined by applicable law. Flexible working arrangements may be considered based on business needs. For assistance with your application, please contact us at careers@ultra-ic.com.

Reasonable accommodation statement: if you need accommodation for any part of the application process, please email careers@ultra-ic.com.

We abide by the requirements of 41 CFR 60-1.4(a), 60.300-.5 (a), and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin and for inquiring about, discussing, or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.