Executive Assistant

[ABOUT ISTARI DIGITAL]

Istari is a digital engineering software company enabling our customers to turn the physical world into the digital to accomplish their specific mission or business objectives.

Istari was founded with the vision of making open, scalable digital engineering ecosystems a reality – where new technologies and systems are created digitally, free from the real-world constraints of costs and schedules. We are creating the world’s best engineering model sharing platform, allowing our customers to simply and securely integrate their models across different engineering disciplines, organizations, and security levels.

At Istari, we are passionate about our mission of creating the world's first open and scalable industrial metaverse. Whether our customers are designing prototypes, performing virtual testing, or training AI and autonomy for complex systems, we know that going digital will save them time, resources, and reduce their environmental impact.  

While we are a distributed team with most team-members working remotely, we place an emphasis on staying connected and collaborative, prioritizing in-person opportunities to build trust as a team. At Istari, we still believe that trust is best built in-person. To do this, we have an engineering headquarters in Cambridge, MA for focused technical development and several times per year we gather for an off-site that allows us to develop our professional skills and our team relationships.

[VALUES]

At Istari, we live by our values, which include:

Purposeful Autonomy

We value letting people self-organize and self-motivate. 

Our flat structure and lack of meeting clutter are meant to empower individuals and teams to be proactive.

Our autonomy is measured, goal-oriented, and results-driven – not meandering.

Clear objectives help us prioritize our time.

Smart Transparency

We believe in honest-but-kind communication, transparency, and open-door policies.

We love learning about challenges and tackling them early, not hearing good or bad news late.

We share work-in-progress across our team. 

Fast feedback keeps autonomy purposeful.

Continual Curiosity

At Istari, we love learning to do things ourselves.

We ask, read, share, teach – even watch YouTube videos – to learn new skills to solve problems.

When we make breakthroughs, we write them down.   

Writing focuses ideas, helps us learn, and helps us share.

Equal Opportunity

Istari is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Istari Digital is seeking an Executive Assistant to join the corporate office in Arlington, Virginia. The Executive Assistant provides high-level administrative support to the entire executive leadership team. The role requires a highly organized, detail-oriented individual who can manage a variety of tasks, anticipate the needs of executives, and handle confidential information with discretion. The Executive Assistant will serve as a key point of contact between the executive team and internal or external stakeholders, ensuring smooth and efficient operations.

Key Responsibilities

• Administrative Support: Manage multiple executives’ calendars, including scheduling appointments, meetings, and travel arrangements. Prioritize and organize multiple executives’ time, ensuring that key priorities are addressed promptly. Prepare agendas, take meeting minutes, and track action items to ensure follow-up. Handle confidential and sensitive information with the utmost discretion.
• Travel and Logistics Management: Coordinate and manage all travel logistics, including flight, hotel, transportation, and meeting arrangements. Create detailed travel itineraries and ensure smooth travel experiences for the executive.
• Meeting and Event Coordination: Organize internal and external meetings, conferences, and events. Prepare materials for meetings, such as presentations, reports, or other documents. Manage logistics for events, including location booking, catering, and participant coordination.
• Project Support: Assist in the execution of special projects by researching information, tracking project timelines, and following up on deliverables. Support executive team in project management tasks, including preparation of reports and presentations.
• Office Management and Organization: Maintain an organized filing system for important documents, both physical and digital.
• Order office supplies and manage office inventory as needed. Oversee general office operations and liaise with facilities and IT teams when necessary.
• Liaison and Communication: Serve as a trusted point of contact between the executive team and other staff, clients, or stakeholders. Handle confidential communication and sensitive information with professionalism. Build and maintain effective working relationships with internal and external partners.
• Financial and Budgetary Support: Track expenses and manage budgets for specific projects, events, or departmental needs. Process and reconcile invoices, expenses, and credit card statements.

Qualifications

• Bachelor’s Degree (B.A.) in Business Administration or related field or a four-year accredited college or university preferred. Extensive work experience will be considered in lieu of education OR Associate’s Degree (A.A.) from two-year college or technical school required. Extensive work experience will be considered in lieu of education.
• Minimum of 5 years of experience in an executive assistant or similar administrative role.
• U.S. Citizenship is required.
• Strong IT skills are absolutely essential.  Must be proficient with office software such as Google Workspace (Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, and Google Meet), Microsoft Office Suite (Word, Excel, PowerPoint), and virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Experience working with senior executives.
• Experience in the Aerospace-Defense industry is a plus.
• DoD Top Secret (or Secret) Security Clearance is a plus.
• Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Excellent verbal and written communication skills, with the ability to communicate clearly and professionally. Maintain a high level of interpersonal skills to handle sensitive and confidential situations. Position requires steady poise, tact, and diplomacy in a rapidly changing environment.
• Strong attention to detail in all aspects of work, including document preparation, meeting coordination, and travel arrangements.
• Ability to effectively manage time and adjust priorities in a fast-paced environment.
• Ability to think critically, identify issues, and propose solutions.

BENEFITS

We offer highly competitive benefits, including:

Health and Family

- Medical/Dental/Vision

- Employee Premiums are 100% Company Paid

- Life Insurance

- Flexible Work Hours 

- Unlimited Paid Time Off (PTO) with federal government holidays

Financial

- Competitive Compensation 

- 401k 

- Company Stock Options

- Home Office Setup Budget

Learning

- Reimbursement for approved trainings and subscriptions

- Conferences (travel, lodging, and fees)

Note - some benefits are not available to interns or contractors.

Thank you for your interest in Istari. Expect to hear back from us soon with next steps.