Executive Assistant

About the Role

A rapidly expanding consumer packaged goods company based in Austin is looking for a dedicated Executive Assistant to provide comprehensive support to three senior leaders: the CEO (approximately 50% of responsibilities), the COO who manages Finance and Operations remotely (around 40%), and the President (about 10%). This role is pivotal, acting as the key operational support across these executives and the Austin office.

Key Responsibilities

• Manage and coordinate calendars for three principals, prioritizing organizational needs over individual schedules. Proactively resolve conflicts and ensure smooth scheduling with adequate transit and travel time.
• Take detailed meeting notes, distribute clear action items, send reminders, and log commitments into the company’s weekly and EOS tracking systems.
• Prepare polished presentation decks for all-hands and company-wide meetings by consolidating input from different teams.
• Develop materials such as pre-reads and briefing notes ahead of meetings to support efficient preparation.
• Organize all aspects of domestic travel for executives, including flights, lodging, transportation, workspace access, and dining, ensuring calendar invites contain complete details.
• Plan biannual company-wide events covering venue selection, agenda creation, budgeting, and logistics, and attend these events as necessary.
• Oversee expense reporting and coordinate minor accounts payable and vendor liaison tasks in collaboration with the finance team.
• Coordinate with HR to manage employee recognition and onboarding processes, ensuring smooth integration of new hires into company activities.
• Manage the Austin office, including inventory of snacks and coordinating team meals; handle company swag distribution.
• Monitor and process incoming mail, prioritizing time-sensitive documents such as government notices and tax papers.
• Arrange deliveries and ensure presence for package reception, manage office supplies, furniture, vendor relationships, and lease issues.
• Occasionally visit the Houston office to maintain supplies and oversee the space until the sublease terminates.
• Maintain awareness of executives' personal commitments to avoid scheduling conflicts.

Work Style and Expectations

• Exemplary attention to detail and deliver work with accuracy and completeness on the first submission.
• Highly proactive with a strong sense of ownership; anticipates needs and completes tasks without prompting.
• Communicates status and solutions decisively rather than seeking approval continuously.
• Adapts communication and interaction style to suit individual executives' preferences.
• Maintains professional boundaries and does not over-promise or seek unnecessary approvals.
• Thrives in a dynamic, changing environment rather than repetitive routines.
• Exhibits sound business judgment and strong technology skills.
• Displays a positive, humble, and service-oriented attitude along with discretion and professionalism.

Qualifications

• Proven experience supporting founders or C-suite executives in startups or small, fast-paced companies, particularly supporting multiple leaders with evolving priorities.
• Demonstrated reliability, loyalty, and stable tenure.
• Meticulous, organized, results-driven with the ability to remain calm amid change.
• Clear, concise, and professional communication skills.
• Unassuming, grounded work style.
• Technologically adept, familiar with tools including Expensify/Concur, Asana, Microsoft Outlook, and Zoom with AV capabilities.

Compensation and Benefits

• Annual salary range between $95,000 and $130,000, depending on experience.
• Healthcare benefits package included.
• Paid time off (PTO) provided.