Our client seeks an experienced Senior Executive Assistant to support the company’s CEO, based at our Austin headquarters. This role will provide high level administrative management of CEO office activities, including liaising in a professional manner with prospective and existing investors, shareholders, and employees to assist in fortifying relationships. Success in this position requires a strong track record with C-level executives, ability to anticipate needs and proactively develop and implement solutions. The individual we are looking for should be able to quickly add value to the CEO Office through utilizing advanced administrative, organizational, technical and communication skills.
Responsibilities:
• Manage all administerial responsibilities for the CEO:
o Manage the CEO’s calendar - schedule, confirm, and follow-up on meetings with investors, clients, business partners, internal executives, and employees
o Coordinate activities, often in collaboration with other administrative staff, to ensure extremely active and complex calendars, travel, meetings and conference calls, appointments, and special events are effectively maintained and executed to optimize the CEO’s time and keep productivity at high levels
o Greet incoming investors, clients, visitors and guests of the CEO and President with a professional and polite demeanor and effectively navigate visitors to board meetings, conference rooms or executive offices
o Manage CEO contacts and relevant information regarding external and internal relationships
o Manage complex and detailed logistics and oversee all travel coordination in close collaboration with the CEO’s personal calendar; ensure expenses are organized, paid and/or reimbursed in a timely manner
o Prepare and edit a variety of correspondences, reports and presentations
• Proactively anticipate needs or any issues that may arise as it relates to the CEO’s schedule, meeting logistics and/or travel and effectively address them ahead of time
• Prioritize conflicting needs appropriately; handle matters expeditiously, follow through on projects to successful completion within or ahead of deadlines and with great attention to detail
• Work closely and effectively with the CEO to keep him well informed of upcoming commitments and following up appropriately
• Provide background, meeting summaries and/or supporting documents in preparation for scheduled appointments
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated
• Maintain a high degree of confidentiality
Experience and skills:
• 5+ years of experience, including minimum of three years executive C-Level administrative support level; preferably within a financial services firm or similar environment
• Bachelor’s degree (preferred) from an accredited college/university or equivalent work experience
• Ability to quickly learn to think like our CEO, anticipate needs and preferences, apply exceptional judgement and critical thinking, effectively problem solve and get things done with minimal direction
• Expert at multi-tasking and prioritizing workload; strong organizational and multitasking skills; proactive and ability to complete tasks and projects with a sense of urgency
• Ability to manage access to the CEO with diplomacy and discretion; polished and poised demeanor with professional presentation
• Able to recognize and appropriately handle highly sensitive and confidential material and information
• Excellent verbal and written communication skills
• Demonstrated leadership and mentoring skills
• Able to work a flexible schedule including evenings and/or weekends as needed to keep the CEO and business on schedule; comfortable in an “always on” environment
• Advanced level skills with Microsoft Office Suite including MS Word, Excel and PowerPoint; ability to quickly learn new software and the company's applications / systems
• This is an in-office 5 days a week role downtown Austin