Executive Assistant
Austin, Texas
Posted 1 year ago

Searching for a local Executive Assistant in Austin, TX

Located in the thriving technology hub of Austin, Texas, our private family company has a close-knit culture in which we place a high priority on communication, collaboration, and foster inclusion where each person is supported to thrive.

We are seeking to hire an experienced Executive Assistant with a flexible and friendly demeanor for a busy Principal of the company in Austin, Texas. The ideal candidate will be a self-starter with a positive attitude who can execute and make appropriate, informed decisions regarding priorities in relation to available time. The candidate must be willing to work at the Principal’s residence as needed, and will also have the ability to work remotely on projects with a significant degree of independent discretion and autonomy. This dynamic role requires the ability to anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality. This is a full-time position.

You will be working closely with an infrastructure of team members and resources to help manage the Principal’s life effectively.

This includes and is not limited to our:

  • Residence Manager Head of IT
  • Events Producer Travel Concierge CFO
  • Sommelier team
  • Personal Stylist
  • International concierge teams

You will be liaising with these individuals and parties to make sure all appointments and happenings are managed and added to the principal’s calendar. You are here to streamline communication and make sure the principal is briefed, prepared and ready for his travels, projects events, and all life’s moments.

Duties include, but are not limited to the following:

  • Manage the Principal’s daily calendar, including making appointments and prioritizing the most sensitive matters
  • Be a linchpin for managing communication and preparedness for the moving parts and team members who are involved in projects and events
  • Head up special projects- managing team members and seeing through to requests to make sure the right individuals are assigned, and / or tackle and execute projects yourself end to end as needed
  • Work in an efficient, discreet and time sensitive nature
  • Work closely with the Principal’s Austin residence manager including sourcing of vendors and contractors
  • Proactively identify issues that arise in the principal’s life organization, for example, noticing opportunities at the residence and attending to them on the Principal’s and company’s behalf, such as repairs, maintenance, stocking adequate food, beverages, and supplies
  • Work with our in house- travel concierge to calendar and help support all travel needs as she prepares detailed itineraries, to include commercial and private charter flights, hotels, and transfers be liaising with these individuals and parties to make sure all appointments and happenings as well as completion of documentation as required for entry of foreign countries. Work as a team to ensure the Principal is organized for these experiences
  • Help to arrange trips with specific themes as requested
  • Assist with management of vacation properties and ensure proper provisioning in tandem with the travel concierge
  • Coordinate wine orders/shipments and customs forms with sommelier to/from various storage facilities
  • Support any fine art purchases and related inventory tracking and storage management
  • Help plan and manage events with our events producer to include working actively at the events with a focus on guest experience, staffing, and time management
  • Receive VIP guests as needed
  • Coordinate clothing fittings with stylist
  • Research as needed for various projects, events, trips, and purchases
  • Source and order specialty items
  • Management of various memberships of the Principal and company
  • Mail pick-up and sorting, as well as occasional packing, shipping and tracking of various items
  • Maintain an archive of contracts for work performed at company properties and tracking schedule for various projects
  • Coordinate and complete various errands
  • Ability to work on alternate timezones or working hours as need

Skills and Qualifications:

  • Proven work experience as an executive assistant, personal assistant or other relevant administrative support experience
  • 5 + years of relevant experience preferred
  • College degree preferred
  • Valid Texas Driver License
  • Strong time management skills with an ability to reliably meet deadlines
  • Ability to work collaboratively and respectfully with multiple constituencies to accomplish objectives
  • Excellent verbal and written communication skills
  • Strong organizational skills and ability to multitask
  • Ability to act as gatekeeper and escalate relevant matters to Principal or CFO of the company as needed
  • Strong interpersonal skills
  • Ability to treat confidential information with appropriate discretion
  • Exceptional attention to detail
  • Ability to complete a high volume of tasks and projects with little or no guidance
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
  • Excellent judgment
  • In-depth understanding of entire MS Office suite

Location: Austin, TX (Locals to Austin or surrounding areas, as the client will NOT offer relocation)

Contract Length: Full-time/permanent

 Start Date: Immediately

Working Schedule: Monday through Friday but flexibility for weekends, holidays, and emergencies. Times are TBD

Salary: Compensation is commensurate with experience, paid time off in addition to national holidays, and top health insurance including dental provided

Must pass background and reference check

For more information about what we require and to be considered please review: FAQ Candidates


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