Executive Assistant to the Director

AIC is a UK defence technology company delivering mission-critical software, cyber, artificial intelligence, intelligence and secure systems capability across Aerospace, Intelligence and Cyber. We work with Defence, Government and high-assurance partners to deliver secure, fast and integrated technical solutions.

We are looking for an exceptional Executive Assistant to work directly with the Director and support the wider AIC project team. This is a trusted, high-impact role for someone who can bring structure, pace and control to a fast-moving technical business operating in sensitive, high-value environments.

The successful candidate will help keep the Director, delivery team and business operations aligned. You will support diary management, project coordination, client engagement, meeting preparation, document control, internal communications and operational follow-through.

This role would suit someone who is calm under pressure, commercially aware, discreet, highly organised and comfortable working around defence, technology and security-focused projects.

Key responsibilities

• Manage the Director’s diary, priorities, meetings and follow-up actions.

• Coordinate internal project activity across technical, commercial and delivery teams.

• Prepare agendas, meeting packs, minutes, action logs and briefings.

• Track decisions, deadlines, risks, dependencies and outstanding actions.

• Support client, partner and stakeholder communications.

• Assist with proposal, bid, presentation and reporting preparation.

• Maintain organised records across business, project and operational activity.

• Help coordinate travel, events, workshops and client meetings where required.

• Support recruitment, onboarding and team administration as AIC grows.

• Handle sensitive business information with discretion and professionalism.

• Act as a reliable point of coordination between the Director, project team and external stakeholders.

What we are looking for

• Previous experience as an Executive Assistant, Personal Assistant, Project Coordinator, Operations Coordinator or similar.

• Excellent written and verbal communication skills.

• Strong organisational skills with the ability to manage multiple priorities.

• Confidence working with senior stakeholders, clients and technical teams.

• High attention to detail and a bias for getting things finished properly.

• Comfortable handling confidential and commercially sensitive information.

• Good working knowledge of Microsoft 365, Teams, SharePoint, Word, Excel and PowerPoint.

• Ability to work independently, take ownership and anticipate what needs doing.

• Professional judgement, discretion and reliability.

Desirable experience

• Experience working in defence, government, cyber, aerospace, intelligence, technology or professional services.

• Familiarity with project delivery environments.

• Experience supporting bids, proposals, commercial documentation or client reporting.

• Understanding of security, compliance or high-assurance working practices.

• Interest in technology, artificial intelligence, cyber security or national security.

Personal qualities

We need someone who is sharp, dependable and practical. You should be able to bring order to complexity, chase actions without being asked, protect the Director’s time and help the project team stay focused on delivery.

This is not a passive administration role. It is a hands-on coordination role at the centre of a growing defence technology company.

Why join AIC?

AIC delivers secure, mission-grade technology for Defence, Government and industry, with expertise across software engineering, Palantir integration, cyber defence, secure cloud platforms and specialist project delivery.

You will work closely with the Director and project team on meaningful programmes where pace, precision and trust matter.

Security and eligibility

Applicants must be UK-based and eligible to work in the United Kingdom. Due to the nature of AIC’s work, candidates may be required to undergo background checks and may need to be eligible for UK security clearance depending on the role and projects assigned.