Job Title: Executive Assistant
Reports to: Chief Executive Officer
Direct Reports: None
Job Type: Full-time / Exempt / Salaried
Location: Austin, TX / In-office
Schedule: Standard business hours (9 am - 5 pm / M-F)
Compensation: $75,000 - $85,000

POSITION OVERVIEW:

The Executive Assistant will provide high-level administrative support to the President and CEO, as well as other members of the executive leadership team.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration or a related field required.

EXPERIENCE:

• 5 years of experience in an administrative role reporting directly to senior management.

SKILLS:

• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and sometimes stressful environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• In-depth understanding of the entire MS Office 365 suite.

• Provide administrative support to the CEO and executive team to ensure that company goals and objectives are met and daily operations run efficiently.
• Manage the CEO’s calendar and handle emails, mail, and phone calls.
• Arrange domestic and international travel.
• Prepare for meetings by developing agendas, taking notes/minutes, assisting with slide decks, and tracking action items through a deliverables calendar.
• Prepare and submit monthly expense reports and review and approve expenses submitted by the CEO’s direct reports.
• Maintain corporate records and board meeting minutes for the parent entity and all subsidiaries.
• Oversee office space planning and liaise with the building property management firm.
• Assist with corporate communications and social media, including drafting company-wide emails, reviewing social media posts, and approving quarterly newsletters.
• Provide support with legal matters, including document discovery, service of process acknowledgments, and communication with outside law firms.
• Provide support with insurance matters, including policy distribution and coordination with the Executive Leadership Team.
• Assist with planning the annual client/investor event in March, including logistics, catering, transportation, and invitations.
• Arrange catering for meetings and corporate social events.
• Maintain professionalism and strict confidentiality with all materials and conversations.
• Participate in the company’s corporate social responsibility (CSR) team, creating events that build employee morale and ensure the company’s engagement in surrounding communities.