Job Description

Investment firm in downtown Austin is seeking an Executive Assistant to support multiple executives. Firm offers incredible benefits (hybrid work policy, 100% employer paid insurance for employee and partial employer paid insurance for dependents, 8% employer contribution to retirement plan, annual bonuses, tuition reimbursement and much more).

Responsibilities

• Manage and maintain calendars, including meetings, appointments, and travel arrangements.
• Monitor and triage inboxes, highlighting urgent communications and ensuring timely follow-up.
• Prepare and finalize presentation materials, reports, and briefing documents, often under tight deadlines.
• Organize and distribute weekly executive schedules, reference materials, and executive summaries.
• Collaborate with internal teams to prepare for meetings and coordinate materials for executive reviews.
• Maintain and update organizational calendars of major events, milestones, and key meetings.
• Facilitate communication and coordination across the executive office, including routing calls and inquiries.
• Transcribe notes, meeting summaries, and observations as needed.
• Plan and provide on-site support for events, meetings, and executive travel, including corporate gatherings, leadership meetings, and offsite events.
• Research, coordinate, and manage travel arrangements, ensuring accuracy, efficiency, and confidentiality.
• Prepare and reconcile expense reports, maintaining discretion with financial information.
• Maintain organized filing systems, both electronic and physical, ensuring confidentiality of sensitive materials.
• Provide backup support to other executive administrative staff and foster strong relationships across offices to enable smooth collaboration.

Requirements

• 5+ years of Executive Assistant experience, preferably within a financial services company or law firm.
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word).

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