Executive and Administrative Assistant

Reporting to: VP Federal & Industrial Expansion Programs

Location: Austin, Texas

{part-time, potential to go full-time - in person twice a week, occasional travel to SA/DA/HTX}

You are an assistant to the VP Federal & Industrial Expansion Programs and manage his internal and external schedule, travel, communications, administrative tasks, and his department's organization. You are a detail-oriented taskmaster who cant stand to have anything unchecked on your todo list or an email unanswered. Your world is email, calendars, and todo lists. This is a part-time, 20 hours-per-week role that may grow into full-time.

The VP guides the strategic vision for the Center for Defense Innovation Department and is busy forging partnerships with local, state, and federal government stakeholders to include them in the Texas startup ecosystem. As a result, you will also support administrative tasks within the department and assist with special projects across departments to ensure the VPs priorities translate well to the correct team member(s) to accomplish the job.

You are easy to find in the office or online to respond to timely questions from other team members and to notice urgent emails that come in while the VP is in other meetings or traveling.

Requirements

Types of activities you will regularly participate in

• Monitoring the VPs daily emails to label them, star important ones for his attention and respond to any that you can handle directly
• Scheduling (and re-scheduling) meetings, outreach and/or guest speaker opportunities across time zones with busy executives, other executive assistants, and large groups by email and phone
• Booking flights, hotel and other travel arrangements for trips local, domestic, and international trips
• Proactively stay up-to-date on the latest administrative processes across all Capital Factory departments to make sure the Center for Defense Innovation has the support it needs.
• Manage contact lists of government stakeholders with attention to VIPs & non-VIPs
• Being available in the office for other team members to come talk to while the VP is in other meetings or traveling
• Reviewing the upcoming calendar or travel plans to catch any little details that were missed or entered incorrectly
• Reviewing expenses and submitting expense reports

You'll know you're successful if....

• The VP doesnt miss any important emails and they are all properly labeled
• The calendar is organized, accurate and no information is missing
• Travel plans are organized, accurate and everything runs smoothly
• Meetings with the VP are fast and efficient because youve prepared beforehand and anticipated his questions
• Everyone thinks you are the nicest person in the world, even if they have only met you by email
• Capital Factorys government partners are all over Capital Factory DEI, Job Fair, Open Coffee, etc. events and feel plugged in.
• Government partners without a formal relationship with Capital Factory give positive feedback about their engagements with the VP.

About you

• You have a demonstrated interest in national security and aspire to enter government relations as a follow-on opportunity
• You have a passion for technology and innovation.
• You are outgoing and can talk to just about anyone.
• You are a fast typer and very efficient with computers
• You are a documentor. You make lists and spreadsheets.
• You are a problem solver. You look for ways to make things work better and how to turn chaos into systems.
• You are organized and plan ahead, but you dont get stressed out when things change at the last minute. Because they will. You roll with it.
• Youre unfazed by a fast moving environment. When others are getting stressed or excited, you stay level-headed and keep your cool.
• You do what it takes to get the job done.
• You have a flexible Monday- Friday schedule and prioritize in-person interaction as required. Wednesdays are available to work from home or a remote location.
• You are able to accompany the VP on occasional travel between San Antonio, Dallas/Ft. Worth and Houston
• You plan to stay in Austin and commit to this position for 2 years.

About our team...

• We treat others the way we want to be treated
• We have a passion for entrepreneurship and technology
• We are transparent and we over-communicate
• We have excellent written and verbal communication skills
• We communicate when we are not able to meet a deadline and suggest a solution
• We are professional and presentable and greet everyone cheerfully. Were ready to deal with an immature student, a pushy salesperson, top VCs, a fortune 500 CEO, and even the President of the United States.
• We are excited to work in downtown Austin and have reliable transportation.
• We have a quiet place with fast internet where we can work remotely.
• We have a reliable laptop computer and smartphone.
• We are able to efficiently use the Google suite of productivity tools (Gmail, Drive, Docs, Sheets, Slides).
• We are security aware. We have a passcode on our computers and phones and use a password manager.
• We are available during SXSW (Spring Break) and Startup Week (October).
• We all attend the all-hands meeting every Friday on video and the weeklong DREAMCON (staff sumit) twice a year in-person.
• We get to Inbox Zero every day.

Benefits

Benefits

• $35,000 annual salary (estimated 20 hours per week)

• $1,000 personal innovation budget on your first year anniversary and then an additional $500 each anniversary thereafter

• Coworking membership at Capital Factory with garage parking space, metro pass, or rideshare credits and access to the onsite gym
• A priceless rolodex