Executive Assistant

4 weeks ago

Austin, United States The Town Lake Company Full time
Job DescriptionJob DescriptionDescription:


Executive Support

· Assist and relieve the CEO from a variety of administrative duties, including, but not limited to, filing, organization, expense reporting, research and running errands.

· Coordinate scheduling and manage multiple complex calendars for both personal and business purposes.

· Management of the CEO’s business email.

· Manage and maintain CEO’s membership and accounts for various professional organizations.

· Manage and coordinate logistics for meetings, events, and complex domestic and international travel for both personal and business purposes.

· Ensure the CEO is prepared with all materials and information for meetings, events, and travel by compiling itineraries, reports, and presentations.

· Prioritize and ensure execution of the CEO’s commitments, tasks, communication, and correspondence in a prompt fashion.

· Scribe for meetings between the CEO and internal and external parties, as needed.

· Delegate assignments from the CEO to pertinent internal employees.

· Coordinate execution of all documents by the CEO and ensure the same are delivered promptly and no later than any required deadline; notarize documents; ensure all wires and financial requests follow company standards and are executed on time and no later than any required deadline for the same.

· Develop and maintain familiarity and rapport with CEO’s key stakeholders.

· Maintain high degree of confidentiality and discretion.

· Demonstrate professional presence and ability to effectively engage and work across diverse groups of employees and external stakeholders such as investors and community leaders.

· Manage multiple projects, take on new responsibilities, autonomously provide solutions and assistance, and handle novel and unforeseen issues.

· Assist with company events by being an active member of the Social Committee and serving as the designated representative for all events in Austin, Texas.


Office Support

· Act as director of first impressions – maintain general presentation and organization of the office; welcome and assist visitors with a high focus on hospitality.

· Maintain adequate office inventory and fulfill company supply ordering requests.

· Maintain office equipment (e.g., printer and coffee machine) by owning relationships with office vendors.

· Act as primary contact for parking, validating, and towing.

· Manage onsite IT equipment (e.g., office network, internet, conference room, workstations, etc.).

· Manage conference rooms, including reservations, cleanliness, meeting preparation, and IT troubleshooting.

· Open, sort, and distribute mail to appropriate parties.

· Act as liaison for property management and office vendors.

Requirements:

Skills

· Highly resourceful with advanced problem-solving skills.

· Superior time management, organization, and project management methodologies - ability to hold and move multiple projects at the same time.

· Strong professionalism and excellent written and verbal communication.

· Confident communicator with strong critical thinking skills, capable of providing constructive feedback while knowing when to support leadership decisions.

· Ability to work autonomously, take initiative to translate high-level directives, and use sound judgment to make decisions in the absence of direct supervision.

· Keen attention to details; ability to identify and correct small mistakes and deliver high quality, accurate results.

· Advance knowledge of Microsoft Word, Excel, and PowerPoint.

· Proficient knowledge of Adobe, Dropbox, Slack, and Asana preferred.

· Service and growth mindset.

· Flexible and able to perform in a fast-paced and changing environment.

· Willingness to be inconvenienced and work after normal business hours on an as-needed basis.

· Ability to act in both a reactive and proactive manner.

Education/Experience

· Bachelor’s degree.

· At least two years of experience assisting one or more executives.

· Licensed Texas notary.

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