Job Description

About Wild West Systems

Wild West Systems is a defense technology startup redefining autonomous edge defense through modular, AI-powered weapon systems-designed, built, and launched in the USA. We're arming the future warfighter with precision, affordability, and swagger. If you're ready to embrace the grit and chaos of cutting-edge defense innovation, welcome to the frontier.

About the Role

T his is a high-trust, high-intensity Executive Assistant / Founder Operations role supporting the Founder & CEO across multiple fast-growing enterprises, with a primary focus on Wild West Systems , a U.S.-based defense technology company operating in regulated, high-stakes environments.

This is not a traditional EA role.

You will sit at the center of executive decision-making, information flow, scheduling, finance coordination, and execution. You will see everything. You will be expected to operate with urgency, discretion, and extreme ownership. Successful candidates will have experience supporting financial executives and a strong financial background.

If you are looking for a predictable 9-5 job, this is not it. If you want to learn how serious companies are built from the inside , this role can define your career.

What You Will Own

Executive Time & Focus

• Full ownership of the CEO's calendar, prioritization, and time-blocking
• Proactively protect focus time and eliminate low-value meetings
• Prepare daily and weekly agendas with clear objectives
• Coordinate complex scheduling across investors, government, partners, legal, contractors, and advisors

Inbox, Communications & Follow-Ups

• Triage and manage high-volume email and executive communications
• Draft responses for review; escalate only what requires judgment
• Track and execute follow-ups relentlessly-nothing slips
• Manage introductions, investor touchpoints, thank-yous, and reminders

Operations & Execution Support

• Maintain a real-time list of open loops, deadlines, and action items
• Proactively chase deliverables across teams and external partners
• Support fundraising workflows (scheduling, documents, follow-ups)
• Coordinate with legal, accounting, compliance, and operational vendors

Finance Coordination & Administrative Control

• Manage expense tracking, reimbursements, receipts, and invoices
• Maintain financial hygiene across QuickBooks and related systems
• Act as liaison between the CEO and accountants / CPAs
• Prepare payments, summaries, and reports (final approval remains with CEO)

Information & Systems Management

• Build and maintain organized systems for documents, contacts, and records
• Prepare briefing materials, summaries, and notes
• Ensure the CEO always has the right information at the right time
• Create SOPs and processes as complexity scales

Personal & Executive Logistics

• Coordinate domestic and international travel
• Assist with select personal and family logistics
• Handle confidential matters with absolute discretion

What This Role Requires

• Exceptional organization and attention to detail
• Strong written and verbal communication skills
• Comfort operating in ambiguity and moving fast without hand-holding
• High judgment, integrity, and discretion
• Willingness to work in a demanding, fast-paced environment
• Ability to anticipate needs before being asked
• Comfort handling sensitive financial and confidential information

You will be exposed to defense technology, venture fundraising, executive finance, and high-stakes operations .

Required Qualifications

• 2-5+ years supporting a founder, CEO, or senior executive or equivalent experience in operations, consulting, venture, or high-growth startups
• Strong proficiency with Google Workspace, calendars, email, and financial tools
• U.S.-based and authorized to work in the U.S.
• Ability to work with ITAR-sensitive information
• Willingness to sign NDA and ITAR acknowledgment
• Willingness to work hybrid / in-person in Great Neck, NY

Who Thrives in This Role

You will thrive if you:

• Want to grow into an operations, Chief of Staff, or leadership role
• Are hungry, ambitious, and comfortable under pressure
• Take pride in reliability, ownership, and follow-through
• Think two steps ahead
• Want long-term growth, not a short-term job

You will struggle if you:

• Need constant direction
• Avoid pressure or ambiguity
• Prefer narrow, clearly bounded tasks
• Are uncomfortable with responsibility

Compensation & Benefits

• Base Salary: $75,000
• Equity: Meaningful equity participation (details discussed with finalists)
• Benefits: Health benefits included
• Structure: Role is cost-shared across Founder ventures, with primary focus on Wild West Systems
• Growth: Clear path to expanded scope, title progression, and increased compensation

Why This Role Matters

The Founder is building multiple ambitious companies simultaneously in regulated, high-stakes environments. This role exists to create leverage, clarity, and execution velocity at the highest level.

For the right person, this role offers:

• Direct access to executive decision-making
• Exposure to fundraising, defense, operations, and leadership
• A steep growth curve and long-term career upside

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