Executive Assistant & Office Manager

Primary Responsibilities

• Serve as a trusted Executive Assistant to the CEO
• Serve as the welcoming face of the office, greeting visitors and team members with professionalism and warmth.
• Manage day-to-day Austin office operations, including maintaining a tidy and organized workspace, restocking supplies and the kitchen, processing mail, coordinating meeting room reservations, and overseeing vendor relationships.
• Handle inbound and outbound correspondence across mail, phone, and email with timely and professional responses.
• Track office budget, process expense reports, and assist with basic financial administration.
• Assist in planning and coordinating team events and culture initiatives that reflect our “work hard, play hard” values.
• Support ad hoc administrative and operational tasks as needed across departments.

Executive Assistance

• Calendar Management: Own the CEO’s calendar, scheduling, prioritizing, and protecting time for deep work, strategic priorities, and key relationships. Anticipate conflicts before they arise and make judgment calls independently.
• Meeting Preparation: Ensure the CEO walks into every meeting prepared. Gather briefing materials, relevant context, and key talking points in advance. Follow up on action items and commitments coming out of meetings.
• Travel Logistics: Coordinate all domestic and international travel. Flights, hotels, ground transportation, and detailed itineraries. Anticipate the CEO’s preferences and handle changes with composure.
• Project & Research Support: Take on discrete research tasks, competitive lookups, vendor evaluations, or prep work that requires judgment and synthesis — not just information gathering. Bring the CEO a summary he can act on.
• Event Coordination: Plan and manage logistics for events attended by or hosted on behalf of the CEO, including scheduling, venue coordination, and vendor communication.
• Stakeholder Liaison: Act as a professional and discreet point of contact on the CEO’s behalf with internal stakeholders, external partners, and vendors. Represent him well and follow through reliably.
• Confidentiality & Discretion: Handle sensitive information — board communications, personnel matters, financial data, and strategic initiatives — with the highest level of professionalism and discretion at all times.
• Handle miscellaneous executive support tasks as directed, always maintaining the highest level of professionalism and confidentiality.

Requirements

• Demonstrated experience supporting a C-suite or senior executive in a fast-paced environment.
• Excellent verbal and written communication skills with a strong customer service orientation.
• Comfortable working independently with minimal day-to-day direction.
• Willingness to roll up your sleeves and take on hands-on tasks, both big and small.
• Ability to work collaboratively and build relationships across all levels of the organization.
• Exceptional organizational and planning skills with strong attention to detail.
• Highly adaptable and comfortable working independently with minimal supervision.
• Positive, can-do attitude with a genuine eagerness to contribute wherever needed.
• Demonstrated professionalism, discretion, and integrity when handling sensitive or confidential information.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Prior experience in a technology company or start-up office environment is a plus.

Desired Skills

• Administrative & Office Management Experience with calendar management and scheduling on behalf of senior leaders or executives.
• Background in facilities coordination, including working with building management and vendors.
• Experience with onboarding logistics for new hires (desk setup, access badges, welcome kits, etc.).
• Familiarity with office safety procedures, emergency protocols, and OSHA compliance basics.
• Interpersonal & Professional Experience supporting or coordinating with executive-level staff.
• Background in event planning or employee experience programming.
• Strong problem-solving skills and comfort navigating ambiguity in a growing company environment.