The Executive Assistant provides administrative support to senior executives, working with limited direction from two assigned senior executives. This position schedules appointments, manages calendars, prepares correspondence, coordinates travel arrangements, coordinates meetings, prepares reports and presentation materials, and maintains documents. The Executive Assistant handles details of a highly confidential and critical nature, and collects and prepares information for use in discussions / meetings of executive staff. This position works on problems of diverse scope where analysis of data requires evaluation of identifiable factors.
LOCATION:
This position is based at our corporate headquarters, 1221 South MoPac Expressway, in Austin, TX.
RESONSIBILITIES:
Meeting Coordination
Schedules conference calls and meetings across multiple time zones
Coordinates and manages blended virtual and in-person meetings
Attends and takes notes during meetings, records action items from meetings, and follows up on action items
Plans and advises on internal and external meetings
Calendar Coordination
Manages highly complex calendars of multiple senior executives
Resolves scheduling changes or conflicts
Written Communication, Reports, and Presentations
Drafts, reviews, and edits documents, including emails, reports, and presentations
Ensures all written communications are professionally written, clear, concise, and reflective of executive leader’s tone and style
Reviews and creates contracts, legal documents, and reports
Works with the executive team to ensure status reports are accurate and deliverables are met
Travel Arrangements
Coordinates travel arrangements, including creating travel itineraries and informational trip packets
Financial Operations Coordination
Processes expense reports
Reviews and reconciles invoices for payment
Manages budgets, as necessary
Other
Maintains confidentiality and a high level of discretion in handling sensitive information.
Manages ad-hoc projects
Handles occasional requests outside of normal business hours, including nights and weekends
Performs additional tasks, including ordering and purchasing lunch and gifts, and running errands
Performs other duties as requested
QUALIFICATIONS:
Minimum Requirements
High school diploma
Minimum of five (5) years of Executive Assistant experience
Polished and professional demeanor
Excellent verbal, written, interpersonal, and listening communication skills, with an exceptional level of poise, tact, and diplomacy
Experience providing proactive support to multiple executives simultaneously in a fast-paced environment
Experience handling sensitive and confidential information
Strong project management, organizational, and time management skills
Proficiency in a variety of computer software applications, including Microsoft Word, Excel, and PowerPoint, as well as communications platforms, including Microsoft Office and Slack
Associate's or Bachelor's degree preferred
Knowledge
In-depth knowledge of company operations, policies, and procedures
Advanced knowledge and expertise in related field
Advanced proficiency in Microsoft Office, including Excel, Word, and Outlook
Skills
Strong critical thinking skills
Strong analytical skills, with attention to detail and accuracy
Strong verbal, written, interpersonal, and listening communication skills
Strong project management, time management, and organizational skills
Strong solution and service-oriented skills, with an emphasis on collaboration, problem solving, follow-through, and responsiveness
Strong relationship building skills, with a proactive and service-oriented approach to working with team members
Abilities
Ability to demonstrate a strong passion for supporting executives and removing roadblocks to ensure success
Ability to proactively observe and anticipate needs, issues, or roadblocks before they occur
Ability to solve problems with minimal supervision and balance multiple projects while working constructively in a team environment
Ability to accept direction on given assignments
Ability to demonstrate good judgement and effective problem-solving and provide recommendations for solutions
Ability to demonstrate a high degree of flexibility and adaptability, being willing and able to quickly pivot as priorities change
Ability and passion for getting things done quickly and accurately
Ability to work independently as well as in a team-oriented, collaborative environment
Ability to demonstrate the highest level of integrity and ethics
Ability to demonstrate a high degree of self-motivation, urgency, accountability, and work ethic
Ability to provide excellent customer service through all communication mediums
Ability to demonstrate a “can do” attitude and serve as an accountable team player who believes no task is too small or too big to tackle
Ability to demonstrate a high-level of personal self-esteem balanced with humility and a focus on others
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