Alta Ares is a deeptech startup founded in 2024, building real-time AI for defense operations — ISR, C-UAS, and autonomous systems. Our clients are NATO-aligned militaries and defence institutions, with regular deployments during live exercises and operational demonstrations. We raised €2M seed in May 2025, 50M in June 2026, and are expanding fast.
Our product suite includes:
Real-time AI ISR module deployable on drones and tactical platforms
Counter-UAS solution enabling autonomous drone takeover in GNSS-denied environments
Full-stack MLOps platform for training & deploying military-grade AI models
Data fusion and trajectory prediction
As Executive Assistant, you will be the operational right hand of Alta Ares' Chief of Staff, enabling the executive team to operate at maximum speed and efficiency. You will own a wide scope of administrative, coordination, and strategic support functions — from managing complex multi-timezone agendas to preparing high-stakes briefings and coordinating cross-functional projects.
This is not a traditional EA role. In a fast-scaling deeptech company operating across Paris, Kyiv, NYC, and Athens, you will need to be proactive, resourceful, and deeply trusted. You will be in the room — or just outside it — when consequential decisions are made.
Own the Chief of Staff's agenda: scheduling, prioritisation, and coordination across internal and external stakeholders
Anticipate needs, manage competing priorities, and protect high-value time ruthlessly
Prepare briefing notes, meeting summaries, and follow-up tracking for key meetings
Draft and proofread correspondence, presentations, and internal documents on behalf of the Chief of Staff
Act as a reliable relay between the Chief of Staff and the rest of the organisation
Support the broader executive team on logistics, scheduling, and ad hoc administrative needs
Coordinate board meetings, investor calls, and leadership committees: agenda preparation, material distribution, minutes, and action tracking
Manage complex multi-stakeholder calendars across multiple time zones (Paris, Kyiv, NYC, UAE)
Coordinate executive travel: flights, accommodation, visas, ground transport, and itinerary management
Track and follow up on key cross-functional projects and strategic initiatives on behalf of the Chief of Staff
Maintain action logs, decision trackers, and project dashboards in Notion
Liaise with teams across Engineering, Sales, Finance, HR, and Operations to ensure deliverables stay on track
Support the preparation and coordination of company-wide events: All-Hands, offsites, quarterly reviews
Draft internal and external communications: emails, Slack messages, announcements, and executive notes
Manage relationships with key external contacts: institutional partners, defence clients, investors, and government officials — with discretion and professionalism
Prepare and format presentations for internal and external audiences (leadership decks, board updates, investor materials)
Represent the Chief of Staff and executive team in coordination interactions when appropriate
Manage expense reporting, invoices, and procurement follow-up for the executive team
Maintain organised filing systems for contracts, administrative documents, and confidential records
Identify friction points in executive workflows and proactively propose solutions
Contribute to the continuous improvement of internal processes and tools as the company scales
5+ years of experience as an Executive Assistant, Chief of Staff assistant, or similar senior support role
Experience supporting C-level executives or a Chief of Staff in a fast-paced, high-demand environment — startup, scale-up or equivalent
Proven ability to manage complex, multi-stakeholder agendas and competing priorities simultaneously
Track record of handling highly confidential information with integrity and discretion
Exceptionally organised and rigorous — you never drop the ball, ever
Proactive and anticipatory: you solve problems before they surface
Outstanding written and verbal communication in French, English and Ukrainian— you write clearly, precisely, and adapt effortlessly to the audience
Calm and composed under pressure — able to operate in a high-tempo, unpredictable environment without losing quality
High emotional intelligence: you read rooms, manage relationships, and navigate complex interpersonal dynamics with ease
Deeply discreet — you handle sensitive information, confidential documents, and high-profile relationships as a matter of course
