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Executive Assistant

2 months ago

Austin, United States Invoice Home Inc. Full time

Invoice Home is looking for an Administrative Assistant that can handle the day-to-day functions of the Austin office. The ideal candidate will provide high-level administrative support in a high pressure environment coordinating both professional and personal capacities of the CEO and CTO of the company. The person in this position is computer savvy, flexible, detail-oriented and a self-starter. This is a multi-faceted position requiring the person to manage multiple projects or requests throughout the day. You will work alongside another executive assistant and will report directly to the CEO and CTO.


The ideal candidate will stay up to date with what’s going on across teams internally, while externally keeping a pulse on what Invoice Home’s global users care about and ways to enhance the office.


Duties and Responsibilities

  • Coordinate with the current admin to oversee all office activities and ongoing projects.
  • Promptly respond to and resolve administrative requests or issues.
  • Manage all forms of correspondence, i.e. emails, letters, packages, calls.
  • Handle scheduling, meeting preparation, tracking deliverables, and assist with various projects.
  • Manage inventory, ordering, and distribution of office supplies and snacks.
  • Act as an official representative of the company to resolve any issues that require effective and timely communication (external and internal).
  • Coordinate travel arrangements for the CEO and CTO and be on call for all travel needs.
  • Run errands for the CEO, CTO, and company - both professional and personal.
  • Accounting: uploading receipts and paying relevant expenses.
  • HR: Assist in the onboarding process for new hires.
  • Weekly use of the company's internal project management software.


Qualifications

  • A proactive work style with strong critical thinking skills: individuals who are confident/honest enough to say, “I don’t know, BUT I’ll find out”
  • The ability to handle multiple tasks in a fast-paced environment while still providing quality work.
  • Exceptional organizational skills, attention to detail, and the ability to ensure confidentiality as needed.
  • Excellent written and verbal communication skills, with the ability to build strong internal and external relationships.
  • Proficient in Microsoft Office and Google Suite.
  • Has a curious mind and enjoys learning for personal/professional development with little direction.


Preferred qualifications

  • Bachelor’s degree in Business Administration or related field preferred.
  • Prior experience in office management, Admin., Executive Personal Assistant
  • Prior work experience in legal or accounting experience.


Benefits

  • Position is fully in-office 9am-5pm with a 1 hour lunch break.
  • Mileage compensation
  • Competitive compensation based on experience and performance reviews.
  • Vacation and sick days (25 total).
  • Company laptop, phone, and any necessary learning materials.
  • Newly renovated and modern Space in downtown Austin.
  • Paid parking or transportation downtown.
  • Insurance coverage up to 50% by the company with over 20 plans to choose from.
  • 401k company match.
  • The excitement of a startup with the stability of an established business.