Executive Assistant

POSITION OVERVIEW:

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
• Experience managing calendars, travel arrangements, expense reports for multiple executives simultaneously
• 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