Executive Leadership Support Specialist

2 weeks ago

Austin, Texas, United States All Team Staffing Full time
Job Overview

Type: Temporary or Temp to Hire

Compensation: Weekly Pay

We are looking for a proficient and experienced Executive Support Specialist to assist the executive leadership team. This role involves managing office operations, coordinating meetings and events, and providing essential support to the Senior Advisor for Operations.

The ideal candidate will be detail-oriented and possess strong interpersonal skills, capable of managing multiple projects simultaneously while engaging with a diverse range of individuals both in person and virtually.

Our organization offers a dynamic and structured work environment. We are a dedicated team committed to achieving success for our mission and our partners. This position presents a unique opportunity for a motivated individual who aligns with our values and is eager to contribute to a growing organization.

Key Responsibilities

The Executive Support Specialist will:

  • Provide comprehensive support to the CEO, COO, and other executive leaders as needed.
  • Manage and coordinate calendars, schedules, and meetings efficiently.
  • Oversee general office operations under the guidance of the COO, including:
    • Acting as the face of the organization to welcome visitors and organize meetings.
    • Ensuring the office is stocked with necessary supplies.
    • Managing service providers, including janitorial and maintenance services.
    • Assisting with IT support tasks in collaboration with IT partners.
    • Maintaining equipment inventory in coordination with IT partners.
    • Supporting operations and development teams through the creation and distribution of tax receipts and acknowledgments.
    • Processing checks and reviewing invoices for accuracy.
    • Ensuring timely submission of employee timesheets.
    • Assisting in planning events both on-site and off-site.
    • Securing necessary signatures on legal documents.
    • Handling special projects as assigned.
Qualifications

The successful candidate will be a self-starter with a minimum of 5 years of experience in an office management or executive assistant role. Key qualifications include:

  • Strong organizational skills with the ability to manage multiple high-priority projects under pressure.
  • Experience with online expense reporting and calendar management.
  • Proficiency in coordinating events, both in-office and externally.
  • General accounting knowledge and office management experience.
  • Familiarity with G-Suite applications (Gmail, Sheets, Docs, etc.).
  • Experience with Salesforce and Classy is advantageous.
  • Excellent verbal and written communication skills.
  • Ability to work effectively in a hybrid environment with both on-site and remote team members.
  • Ability to handle confidential information with discretion.
  • Certification as a Notary Public is a plus.
Company Overview

All Team Staffing has been a trusted provider of staffing solutions for over thirty years, helping employers grow their businesses, mitigate risks, and enhance their profitability. Our staffing divisions specialize in various industries, including Food Service, Hospitality, Admin & Clerical, Labor & Light Industrial, and Healthcare, and are recognized for delivering quality placement performance.

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