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Executive Assistant - Austin, TX

ExtendMyTeam
Austin, TX
  • Posted: over a month ago
  • Full-Time
Job Description

Role Description

In this role, you will support the most senior executives of this investment strategy firm. We are seeking a service-minded and self-motivated individual to work independently. This poised and polished C-level Executive Assistant (EA) practices outstanding effective communication, unquestionable discretion when needed and confidence in executing tasks assigned to them.

The ideal individual will have the ability to exercise good judgment in a variety of situations, exceptional written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance across multiple priorities. The Executive Assistant will work independently on projects, from conception to completion, and under pressure at times to handle a wide variety of activities and confidential matters. This position requires that you are highly organized, can juggle many tasks at once, are not easily overwhelmed, and are comfortable interfacing with all levels of internal management and staff as well as outside clients, vendors and candidates in a fast-paced environment.

Responsibilities

  • Extensive maintenance of hectic and complex calendars
  • Coordination of meetings, both on-site and off-site, which may include complex arrangements.
  • Will work closely with the Chief of Staff to ensure meetings are aligned
  • Work collaboratively with other EAs for coordination, info sharing, learning
  • Meeting preparation, conference room presentation, material printing and binding
  • Take notes & actions, helping the team to summarize the actions. Follow up with actions and outcomes from the meetings.
  • Make travel arrangements (meetings, team building, training, etc.)
  • Provide a bridge for smooth communication between office and internal departments, demonstrating leadership to maintain credibility and support with senior management staff
  • Work closely and effectively with the executive leaders to keep well informed of upcoming commitments and responsibilities, following up appropriately.
  • Anticipate and respond to needs of executive leaders and their teams; manage activities and interdependencies
  • Execution of special projects related to the above areas on an as-requested basis
  • Reconcile and summarize expenses.
  • Work with other partners and outside entities to schedule meetings with principals as needed

Qualifications

  • At least 5-7+ years of Executive Assistant to a CFO, CEO, or Principal
  • Have a “can do” attitude, act in the role of gatekeeper
  • Communicator extraordinaire (verbal and writing)
  • Proactive and resourceful in problem-solving and planning strategically
  • Ability to handle confidential information with discretion, diplomacy, and a high degree of professionalism
  • Detail-oriented, keen eye for the written word and exceptional attention to cosmetic detail in presentations
  • Strong organizational skills that reflect the ability to follow through, perform and prioritize multiple tasks seamlessly
  • Ability to exercise good judgment with excellent organizational, prioritization, and time management skills
  • Tech and Web-savvy - MS Office suite (advanced PowerPoint, Excel, Outlook (calendaring and email), and Adobe
  • Experience with travel and expense web interface preferred
  • Physical and mental organization skills
  • Problem-solving skills by initiative; identifies problems and offers solutions or resolutions on their own
  • Financial Services Industry experience is ideal
  • Can work in an office M-F during office hours as established and onsite (Central Austin location)
  • Strong sense of urgency, adaptability, flexibility and resourcefulness.
  • The ability to function with grace under pressure, while managing multiple concurrent projects and deadlines.

ExtendMyTeam

Address

Austin, TX
USA

Industry

Business

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