Executive Assistant
3 weeks ago
About the role
The Executive Assistant will provide comprehensive support to our CEO. They will report to the CEO’s Chief of Staff, playing a crucial role in supporting strategic initiatives, project management and ensuring efficient operations for the CEO's office – in addition to the critical day-to-day executive support to ensure our CEO has 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 enjoyment joyin our fast-paced, dynamic environment, positioning our CEO in the right position in all aspects of his life for optimal utilization.
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 requiredbe required to be onsite in Austin, TX.
What you’ll do
Executive Administrative Support:
o Organizes and coordinates executive's schedule by arranging appointments, maintaining calendars, and scheduling meetings, conferences, travel (personal and professional), and presentations.
o 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.
o 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.
o Supports and/or administers projects or processes for division/department.
o Maintains and promotes strong business relationships with key stakeholders in support of management objectives.
o Ability to manage competing priorities with minimal direction.
o Collaborate with various teams to execute the CEO's directives, while balancing multiple organizational priorities in our fast-paced environment.
o Anticipate and manage the CEO's professional relationships, ensuring timely follow-ups and a positive overall experience.
o Ensure CEO's workspaces are optimally equipped and efficiently organized, and able to troubleshoot issues in tools and technology.
o High-Level Support: Draw from your extensive experience to anticipate the CEO's needs in a complex, cross-functional organization.
o Stakeholder Engagement: Maintain professionalism during interactions with clients and key contacts, both in-person and digitally.
o Work-Life Balance: Facilitate an environment conducive to the CEO's active family life alongside professional responsibilities. Coordinate regularly with the CEO's wife and mentorship groups to ensure that he is as fully present and prepared for time outside the office as he is inside the office. Assist in the scheduling and logistics of personal travel. Navigate the blend of work/personal travel to ensure that priorities are met, well planned and communicated in advance.
o Generosity: Assist in maintaining CEO's annual commitments in generosity. This includes both financial giving as well as the gift of time in their vacation properties.
Operations and Coordination:
o Coaching and Standardization: Model and coach other assistants within the firm, establishing consistent service delivery standards.
Program Management Approach: Implement a program management strategy for the CEO's office, aiming to increase efficiency and streamline operations
Relationship and Brand Management:
o Relationship Management: Anticipate and manage the CEO's professional relationships, ensuring timely follow-ups and a positive overall experience.
Brand Management: Embody and effectively communicate the CEO's brand with internal and external partners. Assist with light digital marketing activities
Key Outcomes:
o Seamless operations: Ensure the CEO's office runs smoothly, enabling the CEO to focus on strategic priorities.
o Stakeholder satisfaction: Achieve high levels of satisfaction from internal and external stakeholders based on interactions and communications managed by the Executive Assistant.
o Increased efficiency: Identify and implement efficiency improvements resulting in better use of the CEO's time.
o Strong corporate brand: Maintain consistent and engaging representation of the CEO's brand across various platforms and interactions.
o Cohesive assistant team: Foster improved performance and consistency across the team of assistants through effective coaching and guidance.
What you need:
o Bachelor's degree or equivalent experience in a similar role
o Minimum 8 years of experience supporting high-caliber executives in cross-functional professional services settings; financial services background preferred
o Experience working in a complex, cross-functional organization for an executive with multiple roles within the company and business interests outside the company
o Strong communication skills with your Executive are critical
o Proactive approach with a program management mindset
o High proficiency in contemporary technology, including remote digital tools
o Strong communication skills to effectively represent the CEO's brand
o Ability to maintain a professional and positive presence that aligns with the CEO's brand values
o Experience with brand management and basic digital marketing activities
o Ability to adapt to shifting priorities and handle confidential information with discretion
o Previous experience coaching and guiding other assistants is desirable
o Excellent organizational and time management skills
o Proficiency in travel planning and coordination
o Outstanding interpersonal and communication skills, both written and verbal
o Ability to safely lift and move items 25-50lbs
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