Executive Assistant to CEO

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Austin, TX, United States

Leadership Team reporting to the CEO, managing a remote Assistant

4 days a week in the office

Austin, TX, United States

Leadership Team reporting to the CEO, managing a remote Assistant

4 days a week in the office

You are an Executive Assistant to the CEO and manage his internal and external schedule, travel, communications, and administrative tasks. You are a detail-oriented taskmaster who can't stand to have anything unchecked on your todo list or an email unanswered. Your world is email, calendars, and todo lists. He has a separate Chief of Staff to attend meetings, create presentations and juggle priorities.

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 CEO and Chief of Staff are in other meetings or traveling.

Requirements

Types of activities you will regularly participate in:

• Monitoring the CEO's hundreds of daily emails to label them, star important ones for his attention and respond to any that you can handle directly
• Scheduling (and re-scheduling) impossible meetings across multiple time zones with busy executives, other executive assistants, and large groups by email and phone
• Managing a remote Assistant and their driving schedule
• Booking flights, hotel and other travel arrangements for trips local, domestic, and international trips
• Being available in the office for other team members to come talk to while the CEO is in other meetings or traveling
• Ordering lunch every day, planning an intimate dinner at a restaurant or catered at a home once a week
• Organizing documents in Google Drive and documentation in Notion
• Reviewing the upcoming calendar or travel plans to catch any little details that were missed or entered incorrectly
• Coordinating and distributing VIP tickets to concerts and events
• Reviewing expenses and submitting expense reports
• Daily standup meetings with the Chief of Staff team

• Urgently rescheduling a flight that was canceled at some inconvenient time outside of business hours
• Scheduling doctor appointments, family travel, and other personal events
• Running errands to take something to the post office, get a poster framed, return a purchase, or deliver a gift to an employee
• Ordering baby gifts for CEO's friends, mentors, staff
• Ordering gluten-free lunch for the CEO while he's traveling and figuring out how to get it delivered to him backstage in the green room
• Taking on a special project and then handing it off
• Helping out with data entry

• The CEO doesn't 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 CEO are fast and efficient because you've 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

• You are available to be in the office from 8am to 3pm Monday, Tuesday, Wednesday and Thursday. You can choose to work from the office or from home on Friday
• You work well as a member of a small team
• You are a fast typer and very efficient with computers
• You are outgoing and can talk to just about anyone
• 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 don't get stressed out when things change at the last minute... because they will. You roll with it
• You check your email in the evenings and are available to work during evening events and over the weekends when there is a tight deadline. You do what it takes to get the job done
• You have a reliable laptop computer & smartphone that you are comfortable using for work

• We treat others the way we want to be treated
• We have a passion for…