Executive Assistant

Profile

: Computer Software division of a Safety Science firm is looking for an Executive Assistant to support the President of the group. This role is hybrid (3-days in office, 8am-5pm) based in Austin, TX office.
This is a critical role for the success of the executive. The Executive Assistant is an extension of the president, and a direct reflection of the office. The EA performs advanced confidential administrative and strategic duties requiring comprehensive experience, skill and knowledge of organizational policies and practices. The role requires a high level of tact and integrity due to the senior-level internal and external engagements.
Responsibilities
: Work directly with the President of S&A to support all aspects of his daily work routine.
Provides a wide variety of complex administrative and staff support services.
High sense of urgency, and proactive in work planning.
Prioritize matters of attention for the President, redirecting to staff, or handling personally, as appropriate.
Advise President of time-sensitive and priority issues, ensuring urgent follow-up.
Manage the Presidents email and calendar with predictive insight.
Screen calls and messages with appropriate judgement.
Handle administrative work like printing, signatures, scanning, shipping, copying, filing.
Handling inquiries regarding the organizational unit procedures and processes.
Assists the Presidents team with work and projects including preparation of complex reports, presentations, documents, managing meetings ect…
Assists with senior high-level confidential projects for internal and external customers.
Project manage and help create employee communications.
Expert establishing domestic and international travel itineraries.
Coordinate meetings and events. Including itinerary’s, hotels, meeting rooms, meals, logistics.
Owns staff meetings called by the president, creating agendas, scribing notes , communicates and follows up in resulting action items.
Assists with onboarding of key new hires to the team including, but not limited to – interview scheduling, ordering equipment, and creating onboarding schedules.
Assists in the budgetary process for the organizational unit and expense reporting.
Requirements
: 5 years of related administrative assistant experience or paraprofessional experience.
Highly skilled in Microsoft Office Suite, Power Point, Excel.
Demonstrated ability to handle multiple tasks.
Ability to prioritize based on importance and bandwidth.
Demonstrated ability to make sound decisions based on information and research.
Project Management experience preferred.
Detailed knowledge of the organizational area assigned.
A detail-oriented self-starter having prior experience in a technology team.
Someone who exhibits sound judgment with the ability to prioritize and make decisions.
Energetic and eager to tackle new projects and ideas.
Comfortable interacting with high-level executives
A team player capable of cultivating working relationships across the company.
Resourceful, can-do attitude, bias for action.
Thrives in a fast-paced environment.
High level of confidentiality and integrity.
High sense of urgency, with near immediate response to requests and assignments.
Very proactive – anticipating needs of the executive and business requirements.
Not afraid to dive in, and take ownership of projects.
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