Sales Team Administrator / Executive Assistant
Location: Austin, Texas (Hybrid — minimum 3 days in office)
About Xyz Reality
XYZ Reality are the creators of the world's first and only engineering-grade Augmented Reality solution, purpose-built for the construction industry. The company has developed holographic technology integrated into The Atom—a smart, site-safe headset/hardhat—and implements it on projects to ensure schemes are completed on time and within budget. XYZ has grown to over 100 staff across the UK, US, and Europe and partners with mission-critical organizations and construction companies to deliver major projects.
About the role
XYZ Reality's Strategic Account Executive team handles some of the most complex and high-value enterprise construction technology deals in AMER, working with hyperscalers and neocloud operators where schedule slippage carries significant costs. As a Sales Team Administrator and Executive Assistant (EA), you will provide dedicated, proactive support to a group of Strategic Account Executives (AEs). Your role will involve managing calendars, coordinating travel, processing expenses, and handling administrative tasks to keep the sales team operating efficiently. This hands-on, relationship-driven position requires you to be embedded with the team in Austin, understand each AE’s workflow, and build trust so they can focus on selling.
Responsibilities
- Own and manage AE calendars end-to-end—scheduling customer meetings, internal syncs, QBRs, and cross-functional touchpoints across AMER time zones, proactively resolving conflicts and prioritizing accordingly.
- Book and manage all domestic and international travel, including flights, hotels, ground transport, and site visit logistics. Prepare detailed itineraries, confirm arrangements ahead of time, and handle real-time changes as plans shift.
- Process and submit expense reports accurately and on time on behalf of AEs—reconcile corporate card activity, chase missing receipts, and flag policy issues before they reach finance.
- Prepare meeting materials, agendas, and briefing documents ahead of customer calls and internal reviews; take notes and track actions where required.
- Support CRM hygiene in Salesforce on behalf of the team—updating contact records, opportunity data, and activity logs to ensure the revenue organization has an accurate picture.
- Coordinate with Marketing, Legal, and Finance on behalf of AEs—routing NDAs and contracts, requesting collateral, and managing ad-hoc administrative requests to keep AEs focused on selling.
Requirements
- 2+ years in an EA, personal assistant, or team administrator role—experience supporting a sales team, quota-carrying executives, or senior leaders in a B2B environment is strongly preferred.
- Proven track record managing complex, multi-person diaries across time zones with minimal oversight.
- Based in or willing to relocate to Austin, TX—this role requires regular in-office presence alongside the team.
- Proficiency with calendar and productivity tools (Google Workspace or Microsoft 365) and working knowledge of Salesforce or a comparable CRM.
Skills
- Highly organized with exceptional attention to detail—this role is the administrative backbone of a high-stakes sales team, and dropped balls have real consequences.
- Excellent written and verbal communication—comfortable corresponding professionally with senior customer contacts and internal stakeholders on behalf of AEs.
- Proactive and anticipatory by nature—able to identify what's needed before it's asked and act without being prompted.
- Comfortable with ambiguity and shifting priorities—a fast-moving construction technology company does not operate on a predictable schedule.
- Familiarity with travel booking platforms and expense management tools (e.g., Expensify, Concur, or similar).
- Discretion and professionalism when handling confidential commercial information—this role sits close to sensitive deal activity.
Benefits
- Private medical coverage
- Extra Christmas shutdown days
- 15 days PTO + public holidays
- Hybrid working arrangement
- Biannual salary reviews
- Summer and Christmas staff parties
- Employee referral scheme
- Opportunity to make a real-world impact by revolutionizing the construction industry
Pay
$70K - $80K