Executive Assistant

3 weeks ago

Austin, United States 49 Financial Full time

About the role 


The Executive Assistant will provide comprehensive support to our Executives. They will report to the Chief of Staff, playing a crucial role in supporting the critical day-to-day executive support to ensure our Executives have a fully maximized day.  


You’ll have the opportunity to demonstrate your ability to be highly organized, capable of managing multiple tasks concurrently, remain composed under pressure, and skilled at engaging and collaborating with all key stakeholders. You will be making a significant impact on our success as you execute tasks with precision, enthusiasm, and an element of joyin our fast-paced, dynamic environment. 


The ideal candidate is a self-starter that possesses an exceptional work ethic with the ability to succeed in a fast-paced, unstructured work environment, demonstrate good judgment, has a passion for getting things done quickly and accurately, take ownership of their work, and manage multiple workstreams in a highly dynamic environment. This position will be required to be onsite in Austin, TX. 


 

What you’ll do 


  • Organizes and coordinates executive's schedule by arranging appointments, maintaining calendars, and scheduling meetings, conferences, travel (personal and professional), and presentations. 
  • Approaches work with hospitality and others-focused mentality by answering telephone calls, greeting visitors, responding to information requests, and composing correspondence (often of a confidential nature) with friendliness, timeliness and smooth coordination.   
  • Prepares meeting agendas and briefings, maintains meeting notes, and arranges for implementation of action items. Maintains a task list of requests, and updates based on progress and communicates regularly on those advancements. 
  • Supports and/or administers projects or processes for division/department.   
  • Maintains and promotes strong business relationships with key stakeholders in support of management objectives.   
  • Ability to manage competing priorities with minimal direction.   
  • Collaborate with various teams to execute the Executive's directives, while balancing multiple organizational priorities in our fast-paced environment. 
  • Anticipate and manage the Executive's professional relationships, ensuring timely follow-ups and a positive overall experience. 
  • Ensure Executive's workspaces are optimally equipped and efficiently organized, and able to troubleshoot issues in tools and technology. 

 

What you need 


  • Bachelor's degree or equivalent experience in a similar role 
  • Minimum 8 years of experience supporting high-caliber executives in cross-functional professional services settings; financial services background preferred 
  • Experience working in a complex, cross-functional organization for an executive with multiple roles within the company and business interests outside the company 
  • Strong communication skills with your Executive are critical 
  • Proactive approach with a program management mindset 
  • High proficiency in contemporary technology, including remote digital tools 
  • Ability to maintain a professional and positive presence that aligns with the CEO's brand values 
  • Ability to adapt to shifting priorities and handle confidential information with discretion 
  • Excellent organizational and time management skills 
  • Proficiency in travel planning and coordination 
  • Outstanding interpersonal and communication skills, both written and verbal 
  • Ability to safely lift and move items 25-50lbs 

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