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Executive Assistant

Executive Assistant

Job ID 
2017-2751
# of Openings 
1
Job Location(s) 
US-TX-Austin
Category 
Administrative/Clerical

More information about this job

Overview

The ideal candidate for this position will have keen attention to detail, the ability to prioritize workload, handle sensitive and confidential information, be well organized, and multi-task in a smart and timely fashion. The individual must demonstrate excellent interpersonal and communication skills, both verbal and written, and maintain confidentiality/discretion and professionalism in all matters. The Executive Assistant should be able to work independently with little or no supervision, and enjoy the challenges of supporting both business and personal commitments for an extremely busy executive within a fast-paced organization. The EA will need to be dynamic and high-energy, with excellent judgment.

 

This position requires a highly experienced, confidential, and accountable administrative professional with a strong work ethic, thick skin and sense of humor, who is comfortable working at a fast pace with high attention to detail and follow through.  

Responsibilities

Communications

  •  Work closely with the COO in reviewing/prioritizing and following up on emails, calls, and pending matters.
  • Receive, screen, and initiate phone calls, inquiries, correspondence; determine the urgency of response required, and escalate issues as appropriate.
  • Coordinate/Liaise with Board members, CEOs, attorneys and investors to achieve business goals.

Event Planning

  • Coordinate and organize APFM company meetings, to include AV and logistics
  • Prepare PowerPoint and other presentations for company and other meetings
  • Be available to respond to issues/requests within a 24 hour period.

Calendar / Time Management 

  • Meet with the CEO at the beginning, periodically throughout the day, and at the end of the day to review and adjust priorities.
  • Organize and prioritize his daily schedule; arrange appointments, meetings and events, schedule/manage complex itineraries for business travel, and maintain his calendar.
  • Attend executive team meetings as requested.
  • Prepare CEO in advance of meetings as needed.
  • Manage Board meeting materials and correspondence.

Travel Management 

  • Coordinate all aspects of business and personal travel including international travel, documentation and flight monitoring, transportation, hotel and restaurant reservations.
  • Maintain list of travel preferences (airlines, flight class, hotels, rental cars, etc. . .) to use when making arrangements.

Qualifications

  • At least 5 years of solid experience supporting a CEO in a fast-paced corporate or start-up environment.
  • Experience supporting both business matters for a senior level executive.
  • Small team management experience
  • Excellent interpersonal and customer service skills with the ability to handle difficult situations with diplomacy and tact.
  • Superior organizational, multi-tasking, and time management skills, with a superior attention to detail.
  • Strong critical thinking, problem solving and researching skills. Must be able to anticipate issues and identify resolutions in a timely manner.
  • Exercise sound judgment when analyzing situations or resolving issues.
  • Advanced knowledge in Microsoft Office applications to include: Word, Excel, Outlook and PowerPoint.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to develop strong relationships and work collaboratively with all levels of individuals inside and outside of the organization.
  • Ability to work independently and in a team environment.
  • Must be able to represent the organization with a high degree of professionalism.
  • Ability to use excellent judgment in order to adjust priorities and be highly adaptable to change as needed in a fast-paced environment.
  • Highly dependable, proactive, with a strong sense of urgency.
  • Demonstrated ability to maintain highly confidential information.