EXECUTIVE ASSISTANT Job at Confidential in Austin

Title: Executive Assistant

Duties and Responsibilities

Responsible for more than just administrative duties. CEO is seeking an executive assistant with a law degree or extensive paralegal experience. The Executive Assistant will filter and prioritize meetings or phone calls, manage the schedule, and communicate on behalf of the executive. The CEO prefers you to work from the home office, other times remote work is an option depending on the schedule. 20% of the job will be assisting the CEO’s spouse with errands, returns, shopping and mailing. Status and activity reports are due every Friday to update the CEO on the status of tasks and projects assigned. Other responsibilities include:

• Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on CEO’s behalf
• Maintaining comprehensive and accurate corporate records, documents, and reports.
• Performing minor accounting and bookkeeping duties.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Answering incoming phone calls in a polite and professional manner and accurately taking messages.
• Respond to emails and text messages in a timely, professional, discrete manner on behalf of the CEO.
• Welcoming visitors (contractors, etc.) and identifying the purpose of their visit.
• Direct visitors and household staff to ensure the job is completed to the CEO’s satisfaction.
• Managing the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters.
• Coordinating travel arrangements (both domestic and international) and creating trip itineraries. Some travel may be required.
• Using various software, including word processing, Apple and MS Products, spreadsheets, and presentation software to prepare reports and/or special projects.

• Research projects and accompany CEO on daily field trips.
• Run errands as needed and shop upon request.
• Maintain and take vehicles to repair shop.
• Manage housekeeper and contractor schedules.
• Facilitate internal communications (e.g., distribute information and schedule team meetings.)
• Must be able to handle sensitive information and adhere to NDA.
• Coordinate meals with personal chef. Coordinate meals when traveling.

Skills and Qualifications

• Time management and ability to meet deadlines.
• Excellent verbal and written communication skills
• Strong organizational skills and ability to multitask.
• Problem-solving and decision-making skills
• Ability to act as gatekeeper and escalate relevant information to executives as needed.
• Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines, iPad)
• Ability to work effectively with minimal supervision.
• Ability to treat confidential information with appropriate discretion.
• Exceptional attention to detail & must be technically savvy.
• Schedule is 9-6pm but on-call after hours and able to respond promptly and carry business cell phone with 24/7 coverage.
• Exercise appropriate discretion in personal social media use to not reflect negatively upon the company or CEO.
• Thick skin required.
• Must be able to receive text messages after hours.

• 20% of job will be as a personal assistant to CEO's wife to include but not limited to errands, returns, shopping, and mailing.
• Must be able to handle receiving text messages after hours
• Must be able to work in CEO's home and office