Executive Assistant

Who we are:

At Nova Sky Stories, we empower artists and producers to bring awe and wonder to live audiences around the world. As the global leader in drone entertainment, we’ve been redefining live shows for over a decade—merging cutting-edge drone technology with imaginative artistry.

With a veteran team of engineers and creatives, we design and operate lightweight, small, precise, and safe drones that perform in the most demanding environments—urban centers, extreme temperatures, and high winds. The result? Sky Stories that inspire, captivate, and transform the sky into a canvas of imagination.

Headquartered in the U.S. with teams across Europe and the UAE, Nova Sky Stories works with the world’s leading brands, venues, and events.

📱 Follow us: @NovaSkyStories

About this role:

The Executive Assistant’s core mission is to enhance the executive team's effectiveness, clarity, and peace of mind by expertly managing a complex multi-time-zone calendar, creating structure, reducing friction, and ensuring the right priorities stay front and center. This includes:

• Managing time for strategic and creative work.
• Ensuring the Nova team feels supported, heard, and respected.
• Facilitating meaningful collaboration with internal partners.
• This is a company-focused role dedicated to helping the executive team contribute at the highest level and help the organization operate at its best.

As an Executive Assistant, you will be responsible for:

Executive Support & Operations

• Provide proactive administrative support to the executive team, ensuring company goals are met and operations run efficiently.
• Serve as the executive’s primary operational partner, anticipating needs, identifying solutions, and resolving issues in real time to create stability.
• Act as a liaison between executives and internal teams, ensuring clear, consistent communication across the organization.
• Maintain a database of key corporate documents, contacts, and other essential information.

Scheduling, Calendar Strategy & Communication

• Manage complex professional and personal scheduling, including agendas, email, calls, client interactions, and other logistics.
• Build and maintain a strategic calendar that protects time for high-value activities—strategic discussions, creative work, team engagement—while supporting business needs and flexibility.
• Facilitate strong, respectful collaboration with internal teams by managing priorities and schedules in a way that supports both the executives and the broader organization.
• Maintain a deep understanding of team and company priorities to ensure smooth communication and alignment.

Travel & Logistics

• Coordinate domestic and international travel, creating seamless itineraries that integrate business and personal needs.
• Work with the aviation team to manage flight planning and operational requirements.

Systems, Planning & Growth Support

• Lead administrative tasks related to client management, new geographic expansion, and other growth initiatives.
• Build and refine systems that improve consistency, reliability, and predictability in the executive’s workflow.
• Anticipate needs, remove obstacles, and create peace of mind through meticulous planning and follow-through.

Responsiveness & Adaptability

• Manage a dynamic calendar with frequent changes while minimizing disruption.
• Provide consistent, high-quality support regardless of location and maintain responsiveness in a fast-paced, 24/7 environment.

You’ll need to have:

• 4-6 years of experience supporting senior executives or founders in fast-paced, high-performance environments; experience within Fortune 500 or high-growth companies strongly preferred.
• Proven success in roles requiring complex logistical coordination and 24/7 availability.
• Exceptional written and verbal communication skills, with the ability to build trust and collaborate effectively across all levels of the organization.
• Strong organizational and time-management skills, with the ability to manage multiple concurrent projects and shifting priorities.
• Proficiency with office productivity tools and a demonstrated ability to quickly learn new software and systems.
• Warm, grounded, and solutions-oriented presence, able to remain calm and effective in high-pressure situations.
• Strong relationship-building skills and a “collaboration-first” mindset that balances the executives needs with those of the broader team.
• Ability to serve as a trusted partner to senior leaders while also supporting cross-functional teams.
• Unwavering commitment to confidentiality and professionalism.
• Flexible, adaptable, and unafraid to take on new challenges in a dynamic, evolving environment.
• Willingness to travel frequently—nationally and internationally—as well as undergo an extensive background check.

Why This Role Is Unique

• Your work directly strengthens the organization’s success by enabling the executive team to operate at their highest level.
• Opportunity for global travel and exposure to a world-class network.
• Involvement in an elite, high-performance environment where excellence is the standard.
• Significant opportunity for growth and impact for someone with ambition and initiative.
• A chance to work closely with a visionary team whose time, focus, and creative energy directly drive the company’s trajectory.

If you're ready to play a key role in supporting the operational backbone of a company redefining storytelling in the sky, we’d love to hear from you. Apply now to help keep Nova Sky Stories flying high.