Executive Assistant Job in Austin 78730, Texas Us
The ideal candidate will provide high level support to 2 C-level executives of a busy Austin financial firm. Candidate will able to work independently with little or no supervision. This person must be a self-starter and exceedingly well-organized with a strong attention to detail, must be flexible and enjoy the duties of supporting as well as managing a small office. Must be very personable and easy to work with.
The Executive Assistant will interact with internal staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism. Confidentiality is crucial to this role. Must have excellent written and verbal communication skills and strong decision making ability.
Other activities may include public relation assignments occasional event planning, researching targeted companies or industries, and completing additional special projects assigned by the Managing Director, Principal, CFO or Director of Operations. This individual will report to the Managing Director in
GENERAL DUTIES:
- Extensive calendar management ; including the coordination of executive meetings and calls consisting of dynamic and often complex schedules
- Extensive travel scheduling; primarily domestic and some international as well as preparation of necessary logistics; to include creation of detailed travel summaries
- Travel agent is used primarily for international travel
- All domestic travel is done directly with the airlines; online and/or via telephone
- Assisting with creation of Excel spreadsheets and PowerPoint presentations
- Maintaining Contacts database; entering into Outlook and retaining cards in Rolodex file
- Preparing expense reports and reconciling credit card statements
- Preparing and tracking invoice letters for reimbursement payments from portfolio companies
- Facilitating all incoming mail; prioritize response and action items.
- Coordinate and manage Board of Directors? meetings; including handling logistics, communications and materials preparation
- Coordinate Board committee conference calls
- Maintain Board files and materials
- Tracking business plans
- Maintain color-coded filing system
REQUIREMENTS:
- 5 + years experience supporting at the executive level
- Strong knowledge of MS Office, including Word, Excel, PowerPoint ad Outlook
- Type 50-60 wpm
- Must be responsible, dependable and work well with others
- Ability to multi-task
- Professional appearance
PREFERRED:
- Experience in successfully creating and/or modifying processes
