SEEKING EXECUTIVE/PERSONAL ASSISTANT IN WEST LAKE HILLS, TX-LOCALS ONLY
We are seeking a highly skilled Executive/Personal Assistant to provide support with a high level of professionalism and in a manner that reflects positively on the organization. Provide strategic, full-service executive support including managing a complex, ever-changing calendar and arranging frequent travel. Exercise initiative and extensive knowledge of best practices and procedures to keep important action items tracked and actioned. Serve as a strategic business partner and sounding board.
As Executive/Personal Assistant, you will devote over half your work time to overseeing and maintaining an efficient flow of information between companies; creating, researching, planning, coordinating, organizing, directing, reporting, and controlling several areas of the company executive’s business and personal responsibilities, including communications; administrative/ personal duties; social and business calendar and engagements to ensure quality, budget, and timeline objectives are achieved and performing duties requiring the exercise of discretion and independent judgment, with little or no supervision.We expect the ultimate level of discretion and confidentiality and the honoring of NDA’s of the utmost importance.
Responsibilities:
Time Management and Priorities:
- Act as a priority setter for meeting requests while minimizing day-to-day distractions
- Make recommendations regarding time management, prioritization, delegation, and organization
- Conserve time by reading, researching, collecting, and analyzing necessary information
- Keep principal on a timely schedule, record and track action items.
- Provide leverage to principal by assisting with personal tasks such as scheduling, medical appointments, external Board meetings, and social events
Calendar Management:
- Work with principal to create an ‘ideal work week’ and adjust the calendar according to shifting priorities
- Screen incoming inquiries; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine inquiries to the appropriate staff
- Facilitate communication with team members for soliciting feedback, providing critical
- Updates, anticipating questions, and organizing priorities
Communication:
- Draft and prepare email correspondence as guided by principal
- Manage principal’s contracts, creating a system for tracking contacts across various geographic locations and noting important interactions
- Prepare and track documents for Principal’s signatures and maintain an organized filing system
- Prepare presentations, agendas, reports, special projects, and other documents to support the principal
Travel:
- Organize comprehensive business travel arrangements (domestic and international). Provide detailed itineraries, compile necessary travel documentation, and anticipate all travel needs (hotel accommodations, air, ground transportation, meal reservation, social engagements, entertainment, etc.)
- Input all travel details in person and giga fund calendars. Action Special Accommodation Requests. Meal planning in collaboration with the personal chef
- Coordinate with Estate Manager to ensure all necessary personal Items are packaged for each trip
Requirements:
- Strong organizational skills: As an executive personal assistant, you'll need to handle various tasks, schedules, and deadlines. Demonstrating excellent organizational skills is essential
- Exceptional communication skills: You'll be the primary point of contact for the executive you're assisting, so effective and professional communication is crucial. This includes written and verbal communication, as well as active listening skills
- Extensive experience in administrative roles: Previous experience as an administrative assistant or in a similar role is highly valued. This demonstrates your ability to handle administrative tasks efficiently
- Multitasking abilities: Being able to juggle multiple tasks simultaneously is vital for an executive personal assistant. You'll often be responsible for managing calendars, scheduling appointments, making travel arrangements, and more
- Discretion and confidentiality: As an executive personal assistant, you'll have access to sensitive information. Maintaining confidentiality and exercising discretion are essential qualities for this role
- Proactive problem-solving skills: Anticipating and resolving issues before they arise is a valuable skill. Employers seek candidates who can think critically and handle unexpected situations with ease
- Technological proficiency: Proficiency in using various software and tools such as Microsoft Office Suite, calendar management systems, and project management platforms is typically required
- Flexibility and adaptability: The ability to adapt to changing priorities and work in a fast-paced environment is crucial for an executive personal assistant. Being flexible and adaptable will enable you to support your executive effectively
Location: Austin, TX 78746
Start Date: ASAP
Schedule: Monday - Friday 8:00am - 5:00pm (flexibility required)
Pay Rate (pre-tax): $130,000 - $150,000
Benefits:
- After 90 days, the employee receives 48 hours of sick/personal days per year and 10 days paid vacation time
- 8 paid holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day
- $300/mo paid into insurance plan (medical, dental, and vision)
- Phone for on-the-job use
- Potential for annual performance-based bonus
For more information and to apply, please visit our candidate portal: FAQ
Employment is contingent upon successfully passing a full background check and reference check