Executive Administrative Assistant

Openwork, formerly Meador Staffing Services; Austin (TX); On-site; USD 90,000 - 110,000; Full time

Job summary

Openwork is seeking a Senior Executive Administrative Assistant in Austin for a 100% remote role that supports two C-Level Executives. Must reside in the Austin area with deep knowledge of local venues, restaurants, and services for executive needs.

You will partner with leadership to anticipate needs, manage calendars, coordinate meetings, travel, and Board materials, while maintaining confidentiality and top-level professionalism.

Qualifications

• Minimum 10 years of Executive Assistant/Executive Administrative Assistant experience, preferably supporting C-Level executives.
• Previous experience working directly with a Board of Directors.
• Experience preparing Board books, Board meeting materials, agendas, and presentations.
• Advanced proficiency in: Microsoft Outlook and calendar management; Microsoft Excel; Microsoft PowerPoint; Microsoft Word.
• Exceptional organizational and time-management skills.
• Experience managing multiple complex executive calendars.
• Strong written and verbal communication skills.
• Proven experience planning corporate events and working with outside vendors.
• Strong knowledge of the Austin, Texas area, including restaurants, hotels, venues, catering companies, entertainment options, and appropriate locations for executive meetings and events.
• Ability to work independently in a 100% remote environment while remaining highly connected and responsive.

Responsibilities

• Provide comprehensive executive support to two C-Level Executives.
• (Coordinate) Manage complex calendars, appointments, meetings, and competing priorities.
• Monitor and manage executive emails and correspondence, ensuring important matters are addressed and followed through.
• Coordinate virtual and in-person meetings.
• Schedule executive lunches, dinners, coffees, and business meetings.
• Make recommendations and reservations at appropriate Austin-area restaurants and venues based on the audience and occasion.
• Coordinate executive travel, itineraries, reservations, transportation, and related logistics.
• Anticipate executive needs rather than waiting to be asked.
• Maintain communication regarding plans, deadlines, schedules, and outstanding items.
• Ensure assignments are completed without executives having to repeatedly follow up.
• Coordinate and prepare for weekly and other senior leadership meetings.
• Develop and organize meeting agendas in collaboration with leadership.
• Gather materials and information needed prior to meetings.
• Serve as the moderator/timekeeper for weekly leadership meetings, keeping discussions focused and on time.
• Track action items, commitments, and follow-up items as needed.
• Help ensure leadership meetings are organized, productive, and professionally executed.
• Coordinate and schedule Board meetings.
• Communicate professionally with Board members and senior executives.
• Prepare and organize Board books and Board meeting materials.
• Coordinate agendas, presentations, reports, meeting logistics, and other Board-related documentation.
• Ensure Board materials are accurate, organized, professional, and distributed appropriately.
• Assist with all aspects of Board meeting preparation and execution.
• Maintain the highest level of professionalism, discretion, and confidentiality when working with Board members and sensitive company information.
• Take complete ownership of planning and executing company events, including: Holiday parties, Company celebrations, Happy hours, Leadership dinners and lunches, Employee events, Catering, Entertainment, Off-site meetings and special events.

Skills

Calendar management

Communication

Organization

Discretion

Time management

Tools

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

Senior Executive Administrative Assistant

Austin, Texas | 100% Remote - MUST LIVE IN THE AUSTIN AREA!

Salary: Up to $100,000 + Excellent Benefits

The Opportunity

We are seeking an exceptional Senior Executive Administrative Assistant to provide high-level support to two C-Level Executives of a successful organization based in the Austin, Texas area.

This is a 100% remote position, but candidates must be located in the Austin area and have a strong knowledge of Austin, including restaurants, meeting locations, event venues, vendors, catering options, entertainment, and other resources appropriate for executive and corporate functions.

This is not a traditional administrative position. We are looking for a highly experienced Executive Assistant who can become a true partner to two busy executives, anticipate their needs, manage competing priorities, and take complete ownership of assignments from beginning to end.

The two executives have very different working styles. One provides clear direction and expects the Executive Assistant to take ownership, execute, communicate progress, and get it done without requiring follow-up. The other may provide less direction, requiring an Executive Assistant who knows how to ask the right questions, pull out the necessary information, and turn ideas and conversations into an organized plan of action.

The right person will be confident, organized, resourceful, proactive, discreet, and comfortable working with senior leadership and a Board of Directors.

Key Responsibilities

Executive Support & Calendar Management

• Provide comprehensive executive support to two C-Level Executives.
• Manage complex calendars, appointments, meetings, and competing priorities.
• Monitor and manage executive emails and correspondence, ensuring important matters are addressed and followed through.
• Coordinate virtual and in-person meetings.
• Schedule executive lunches, dinners, coffees, and business meetings.
• Make recommendations and reservations at appropriate Austin-area restaurants and venues based on the audience and occasion.
• Coordinate executive travel, itineraries, reservations, transportation, and related logistics.
• Anticipate executive needs rather than waiting to be asked.
• Maintain communication regarding plans, deadlines, schedules, and outstanding items.
• Ensure assignments are completed without executives having to repeatedly follow up.
• Coordinate and prepare for weekly and other senior leadership meetings.
• Develop and organize meeting agendas in collaboration with leadership.
• Gather materials and information needed prior to meetings.
• Serve as the moderator/timekeeper for weekly leadership meetings, keeping discussions focused, on agenda, and within the allotted time.
• Track action items, commitments, and follow-up items as needed.
• Help ensure leadership meetings are organized, productive, and professionally executed.

Board of Directors Support

• Coordinate and schedule Board meetings.
• Communicate professionally with Board members and senior executives.
• Prepare and organize Board books and Board meeting materials.
• Coordinate agendas, presentations, reports, meeting logistics, and other Board-related documentation.
• Ensure Board materials are accurate, organized, professional, and distributed appropriately.
• Assist with all aspects of Board meeting preparation and execution.
• Maintain the highest level of professionalism, discretion, and confidentiality when working with Board members and sensitive company information.

Corporate Events & Special Projects

Take complete ownership of planning and executing company events, including:

• Holiday parties
• Company celebrations
• Happy hours
• Leadership dinners and lunches
• Employee events
• Catering
• Entertainment
• Off-site meetings and special events

Responsibilities will include researching and selecting venues and vendors, negotiating and coordinating services, arranging catering and entertainment, managing invitations and schedules, overseeing event details, and ensuring each event is professionally executed from beginning to end.

Employee & Leadership Administration

• Maintain information regarding employees reporting to the two executives.
• Track PTO and scheduled time away for direct reports.
• Maintain calendars of employee birthdays, anniversaries, and other important dates.
• Assist executives in staying informed regarding important employee milestones and events.
• Handle confidential employee and company information with discretion.

Qualifications

• Minimum 10 years of Executive Assistant/Executive Administrative Assistant experience, preferably supporting C-Level executives.
• Previous experience working directly with a Board of Directors.
• Experience preparing Board books, Board meeting materials, agendas, and presentations.
• Advanced proficiency in:
• Microsoft Outlook and calendar management
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Exceptional organizational and time-management skills.
• Experience managing multiple complex executive calendars.
• Strong written and verbal communication skills.
• Proven experience planning corporate events and working with outside vendors.
• Strong knowledge of the Austin, Texas area, including restaurants, hotels, venues, catering companies, entertainment options, and appropriate locations for executive meetings and events.
• Ability to work independently in a 100% remote environment while remaining highly connected and responsive.

The Successful Candidate

We are looking for someone who is:

Proactive. You anticipate what needs to happen before someone has to ask.

Highly organized. You can manage multiple executives, calendars, meetings, events, Board responsibilities, and deadlines without losing track of the details.

Resourceful. When you don't have all the information, you know what questions to ask and how to find the answer.

Accountable. When an executive gives you an assignment, they can trust that it will be handled.

An excellent communicator. You keep executives informed without requiring them to continually ask for updates.

Adaptable. You understand that different executives communicate and operate differently, and you can adjust your style accordingly.

Professional and discreet. You will have access to confidential executive, employee, Board, and company information.

Tolerant and patient. You can navigate strong personalities, changing priorities, and demanding schedules while remaining composed and professional.

Personable with a great sense of humor. You enjoy working with people and can build strong relationships at every level of an organization.

Above all, you are someone who takes tremendous pride in making the executives you support more effective. You see what needs to be done, take ownership, communicate, follow through, and get it done.

Base Salary: Up to $100,000, depending upon experience and qualifications.

The company also offers an excellent benefits package.