Executive Administrative Assistant

OVERVIEW

The Executive Administrative Assistant is responsible for providing multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. ensure effective use of an executive's time. Develops positive and strategic relationships at all levels of the organization.

Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.

• Must be proactive in learning the business, be aware of events critical to the business, be able to represent and carry out the mission and values of Austin Powder as a liaison to the executive team. Supporting several executives.
• Assists with management of schedules, calendar and appointments.
• Assist in meeting preparations, take notes and follow up on action items from key meetings
• Make travel and hotel arrangements, order meals, make dinner reservations, purchase event tickets, coordinate transportation needs etc., visiting employees, vendors, customers or others.
• Oversee registration, housing, travel and preparation for industry conventions.
• Maintain travel itineraries and manage expense reimbursement process to ensure accurate and timely submission.
• Partner with Finance and IT leads on strategic initiatives
• Documenting and tracking larger and most critical enterprise contracts and associated cost
• Act as project manager for efforts like Delegation of Authority and enterprise policy documentation
• Produces accurate, well crafted, and timely documents, correspondence and presentations, often under time constraints.
• Become a notary for the company
• Conduct research and information gathering on behalf of the executive and prepares presentations and internal communications
• Maintains files and contact information, in physical and electronic form, in organized manner for ease of access when required.
• Answers and screens phone calls.
• Has email access. Monitors and removes unnecessary, unsolicited emails; responds to emails as directed, keeps track of follow‑up email items.
• Responsible for event planning and corporate meetings held in town or other locations.
• Greets and assists visiting colleagues, vendors or customers, as necessary and appropriate. Orders supplies, renews subscriptions, memberships, travel clubs, event tickets, etc.

The above is intended to describe the general content of and the requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

• Oversee day-to-day office operations to ensure a smooth, efficient, and professional work environment.
• Maintain office policies, procedures, and standard operating workflows.
• Manage and maintain mail distribution.
• Manage office supplies, inventory, equipment, and vendor relationships (cleaning, security, IT support, facilities).
• Ensure meeting rooms, common spaces, and office is function properly per corporate standards.
• Serve as the primary point of contact for building management regarding maintenance, security, and access.

• Prepare and manage office vendors, including supplies, subscriptions, and facilities expenses.
• Review and approve vendor invoices, track expenses, renewals, and contracts.
• Negotiate with suppliers to optimize cost efficiency and service levels.

• 5+ years supporting senior executives (finance/tech/startup experience a plus)
• 3 - 7 years of office administration or office management experience in a corporate or professional services environment.
• Strong communication and organizational skills
• Proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, Zoom, AI)
• High level of professionalism and discretion
• A self-starter who thrives in dynamic environments
• Expertise with Microsoft Office Outlook calendar management
• Strong proficiency and ability to demonstrate a high level of functioning in all other Microsoft Office products (Excel, Power Point, Word, etc.)

• A relationship builder
• High level of organization, time management, and attention to detail
• Interactions with employees, customers, guests must be professional, friendly and positive.
• Budget management and vendor negotiation skills
• Very high standard of communication skills both written and oral for the presentation of facts and ideas.
• Written communications must be clear, concise, easy to read and comprehend.
• Presents information both clearly and concisely and regularly confirms correct interpretation of information.

• A professional that is innovative, embraces technology and challenges status quo
• Comfortable with ambiguity and change
• Demonstrates the ability to manage several…