Flex Executive Assistant 

United States, Texas, Austin 

579916985

to provide valuable administrative and operational support. This role will, and work
onsite in Austin, TX.

Talented Executive Assistants know and understand that the executive's success is a reflection of their

Administration operations are vital for a successful collaboration with the executive. This is where your organizing, and prioritization skills can really shine. You will:

• Manage day-to-day schedules to optimize the 'executive's time, ensuring they are prepared for all meetings & priorities
• Coordinate internal and external meetings, including but not limited to team, extended staff, all-hands, off-site meetings & one-on-ones, etc.
• Organize business-related meetings, such as food orders, luncheon planning, materials, etc.
• Full inbox and call management; answering on behalf of the executive as appropriate; resolves routine and complex inquiries
• Book domestic and international travel in alignment with the company's travel policy, considering travel Visas, costs, and proper documentation
• Verifies and approves transactions on behalf of the executive
• Ensure the timely submission of expenses and review/provide feedback on expense reports submitted by the executive's direct reports

Operations, strategy & project management tasks require a proactive mindset and the ability to manage and review projects, collaborating with multiple stakeholders. You will:

• Collaborates and executes on special projects and serves as the key point of contact to verify departmental goals, related milestones, and initiatives are aligned with the annual business cycle. Follow up and provide reminders on project deadlines and deliverables.
• Proactively manage calendar priorities based on customer meetings, Forecast, Earnings Release, Board of Directors, current projects, team needs, etc.
• Contribute to leadership meetings by taking notes and tracking action items.
• Conducts research, compiles, and drafts statistical reports & presentations

• Understands and adapts to the impacts of changing business processes and the relevance of performance metrics
• Handles budgets, bill paying and monitoring, ordering and maintaining supplies/equipment

Communication & People – as a liaison for the executive, you will:

• Act as a gatekeeper for all inquiries (customers, employees, ELT, visitors, etc.), triage requests, and coordinates communication and actions as necessary
• Effectively interface with employees from other internal business groups and Senior Executives inside and outside the company and understands key players within all organizations
• Maintain a "pulse of the business", having a sense for the issues taking place in the organization

• Partners with the corporate communication team to implement communication strategies and materials that support key initiatives and convey pertinent details to all stakeholders
• Onboarding new employees and training new team members
  

The experience we're looking to add to our teams:

• Minimum of 7+ years of applicable administrative experience supporting a VP, or SVP, ideally from a fast-paced Manufacturing/ Tech/ Software company
• Skillful execution of administrative activities, with discretion, great attention to detail, organization, and process
• Strong oral and written communication: Ensure communications are clear, thorough, and specific, focusing on follow-through
• Ability to communicate clearly and effectively with senior leaders and external stakeholders with the ability to build strong relationships
• Strong Excel, PowerPoint, Outlook mail and calendaring skills, conference call set up, and audio and visual conferencing programs including Zoom
• Project Management experience needed at an intermediate level. Proven ability to manage projects, work under pressure, and consistently meet deadlines
• Experience with budget and event planning/management
• Bachelor's degree or equivalent relevant experience

Additional Desired Skills/Traits

• Customer-centric orientation
• Agility and flexibility in response to rapid changing priorities and needs
• Demonstrate ability and willingness to acquire new competencies and accept new challenges constantly
• Strong teamwork skills and a confident ability to offer suggestions and improvements to process and work collaboratively with others. Able to take initiative and make well-informed decisions over sometimes ambiguous tasks and situations with little supervision
• Possess a resourceful & solution-oriented attitude for all situations, no task too big or too small to handle
• Ability to influence others; handle conflict appropriately, know when to delegate issues, and apply sound judgment

What you'll receive for the great work you provide:

• Full range of medical, dental, and vision plans
• Life Insurance
• Short-term and Long-term Disability
• Matching 401(k) Contributions
• Vacation and Paid Sick Time
• Tuition Reimbursement