Executive Assistant

7 days ago

Austin, Texas, United States liblab Full time
Job DescriptionJob Description

liblab is a dynamic and fast-growing organization dedicated to excellence in developer-tools. We pride ourselves on fostering a collaborative and innovative work environment where every team member contributes to our success.

Position Summary:

We are seeking a highly organized and proactive Executive Assistant to join our team in Austin, TX. The ideal candidate is very organized, have a strong background in payroll management, event planning, vendor negotiations, and office operations. This role is critical in ensuring the smooth and efficient operation of our office and supporting our executive team.

Key Responsibilities:

HR Management:

  • Handle payroll processes accurately and timely. Collaborate with HR services such as Justworks and Deel to manage employee payroll.
  • Ensure compliance with payroll regulations and resolve any payroll-related issues.
  • Assist with onboarding new employees, including benefits enrollment and paperwork processing.
  • Manage employee leave requests and time off.

Operations Duties:

  • Inbox and calendar management, including filtering emails.
  • Prepare organizational documents and presentations.
  • Handle travel arrangements and expense reports.
  • Assist with confidential matters and special projects.
  • Understand and assist with long and short term company priorities.

Vendor Management:

  • Negotiate with vendors to secure the best pricing and terms for goods and services.
  • Build and maintain strong relationships with key suppliers and service providers.

Office Operations:

  • Oversee the day-to-day operations of the office, including supply management, cleaning services, and utilities.
  • Ensure the office environment is well-maintained, organized, and conducive to productivity.
  • Handle administrative tasks such as mail distribution, filing, and correspondence.

Events:

  • Plan and coordinate the annual company offsite event, including venue selection, logistics, and activities.
  • Arrange travel and accommodation for company events, ensuring cost-effectiveness and convenience.
  • Plan and execute company events, from small meetings to large conferences.
  • Compose and design event-related communications.
  • Manage event logistics, including catering, equipment rental, and venue booking.
  • Coordinate with vendors and speakers to ensure a successful event.

Shipping and Receiving:

  • Manage incoming and outgoing mail and packages.
  • Track shipments and ensure timely delivery.
  • Maintain accurate records of all shipping and receiving activities.

Note: This position may require working non-standard hours, including evenings and weekends, to accommodate the needs of the executive team and company events.

Qualifications:

Experience:

  • Minimum of 2 years experience in an executive assistant or similar role.
  • Proven experience in payroll management and working with HR services.
  • Demonstrated expertise in event planning and vendor negotiations.

Skills:

  • Exceptional organizational and time-management skills.
  • Strong attention to detail and problem-solving abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite and familiarity with office management software.

Education:

  • Bachelor's degree in Business Administration, Human Resources, or a related field preferred.
Benefits:
  • Competitive salary and performance-based bonuses.
  • Comprehensive health, dental, and vision insurance.
  • 401(k) plan with company match.
  • Generous paid time off and holiday schedule.
  • Opportunities for professional development and career advancement.

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