Executive Assistant

Job Overview

We are looking for an exceptional Executive Assistant to join TerraFirma’s leadership team. You will work alongside the CEO and CTO as your primary partners, as well as the Chief of Staff, Head of Finance, and Head of Commercial Operations, and you’ll have a real seat at the table in how the company is run.

You will own the operating rhythm of the leadership team, from calendars and travel to board meetings, investor conversations, customer engagements, and job site visits. You’ll understand each leader’s priorities well enough to act with confidence within them, represent them to investors, customers, and partners, and help them decide where their time goes. You’ll have visibility into every part of the business and the context to shape how leadership spends its time.

As TerraFirma grows, you’ll design the systems and processes that define how our leadership team operates. We want someone who sees around corners, raises ideas without being asked, and makes everyone around them better at their jobs.

Responsibilities

• Own the leadership team’s operating cadence, shaping how five executives spend their time and aligning their calendars with company priorities
• Run board meetings, investor updates, and fundraising logistics in partnership with the Chief of Staff and Head of Finance
• Partner with Commercial Operations on customer engagements, from preparing materials to driving follow-through after meetings
• Plan domestic and international travel, including investor trips, customer meetings, and visits to active construction sites
• Keep leadership commitments and key initiatives moving by tracking action items across the team
• Serve as a trusted point of contact for investors, customers, and partners, representing leadership with professionalism and discretion
• Oversee expense reporting, invoice routing, and contract signatures across the executive team
• Design and improve the systems and workflows the leadership team runs on as the company scales
• Lead special projects that support company priorities beyond executive support

Basic Qualifications

• 5 or more years of experience supporting C-level executives or executive leadership teams
• Proven experience partnering with multiple senior leaders at the same time
• Demonstrated ability to manage complex calendars, travel, and competing priorities with strong attention to detail
• Excellent written and verbal communication skills, with the confidence to engage stakeholders at every level
• A track record of handling confidential information with discretion
• Advanced proficiency with Google Workspace, Slack, and modern productivity, scheduling, and expense tools

Preferred Skills & Experience

• Experience at a high-growth startup, especially in hardware, robotics, construction, aerospace, defense, or deep tech
• Experience supporting board meetings, fundraising processes, or leadership offsites
• Familiarity with expense management, procurement, or basic finance workflows
• Experience coordinating travel to industrial sites, field locations, or remote areas
• A history of building processes or systems that made a team measurably more effective

Additional Requirements

• Must be willing to work on site in Austin, TX
• Comfortable operating in a fast paced, scrappy startup environment with shifting priorities
• Willing to work flexible hours around board meetings, fundraises, and critical company moments
• Occasional travel with executives to customer sites and job sites may be required