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About the Role

A rapidly expanding consumer packaged goods company based in Austin is looking for a dedicated Executive Assistant to provide comprehensive support to three senior leaders: the CEO (approximately 50% of responsibilities), the COO who manages Finance and Operations remotely (around 40%), and the President (about 10%). This role is pivotal, acting as the key operational support across these executives and the Austin office.

Key Responsibilities

Manage and coordinate calendars for three principals, prioritizing organizational needs over individual schedules. Proactively resolve conflicts and ensure smooth scheduling with adequate transit and travel time.
Take detailed meeting notes, distribute clear action items, send reminders, and log commitments into the company’s weekly and EOS tracking systems.
Prepare polished presentation decks for all-hands and company-wide meetings by consolidating input from different teams.
Develop materials such as pre-reads and briefing notes ahead of meetings to support efficient preparation.
Organize all aspects of domestic travel for executives, including flights, lodging, transportation, workspace access, and dining, ensuring calendar invites contain complete details.
Plan biannual company-wide events covering venue selection, agenda creation, budgeting, and logistics, and attend these events as necessary.
Oversee expense reporting and coordinate minor accounts payable and vendor liaison tasks in collaboration with the finance team.
Coordinate with HR to manage employee recognition and onboarding processes, ensuring smooth integration of new hires into company activities.
Manage the Austin office, including inventory of snacks and coordinating team meals; handle company swag distribution.
Monitor and process incoming mail, prioritizing time-sensitive documents such as government notices and tax papers.
Arrange deliveries and ensure presence for package reception, manage office supplies, furniture, vendor relationships, and lease issues.
Occasionally visit the Houston office to maintain supplies and oversee the space until the sublease terminates.
Maintain awareness of executives' personal commitments to avoid scheduling conflicts.

Work Style and Expectations

Exemplary attention to detail and deliver work with accuracy and completeness on the first submission.
Highly proactive with a strong sense of ownership; anticipates needs and completes tasks without prompting.
Communicates status and solutions decisively rather than seeking approval continuously.
Adapts communication and interaction style to suit individual executives' preferences.
Maintains professional boundaries and does not over-promise or seek unnecessary approvals.
Thrives in a dynamic, changing environment rather than repetitive routines.
Exhibits sound business judgment and strong technology skills.
Displays a positive, humble, and service-oriented attitude along with discretion and professionalism.

Qualifications

Proven experience supporting founders or C-suite executives in startups or small, fast-paced companies, particularly supporting multiple leaders with evolving priorities.
Demonstrated reliability, loyalty, and stable tenure.
Meticulous, organized, results-driven with the ability to remain calm amid change.
Clear, concise, and professional communication skills.
Unassuming, grounded work style.
Technologically adept, familiar with tools including Expensify/Concur, Asana, Microsoft Outlook, and Zoom with AV capabilities.

Compensation and Benefits

Annual salary range between $95,000 and $130,000, depending on experience.
Healthcare benefits package included.
Paid time off (PTO) provided.

Executive Assistant