Executive Administrative Assistant

Talentify; Austin (TX); On-site; USD 70,000 - 90,000; Full time

Job summary

Talentify is seeking an Executive Assistant for the Commercial & Investment Banking team in Austin, TX. The role supports senior leadership, manages calendars, coordinates travel, and handles confidential information with discretion.

You'll interact with executive-level internal clients, arrange meetings, edit documents, and help onboard/offboard staff. A strong office software command and exceptional communication are essential.

Qualifications

• At least five years of administrative experience.
• Advanced ability to organize.
• Discretion and good judgment in confidential situations.
• Proven experience interacting with senior management.
• Strong interpersonal, written, and oral communication skills.
• Strong proficiency in Microsoft Office.
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management.

Responsibilities

• Maintain complex and detailed calendars.
• Screen incoming calls and determine priority while handling information carefully.
• Coordinate internal and external meetings logistics.
• Arrange and coordinate complex domestic and international travel.
• Organize internal and external events, including catering and transportation.
• Process invoices and T&E expense claims following policy.
• Assist with staff onboarding and off-boarding, including equipment and system access setup.
• Produce high quality emails and messages to colleagues at all levels.
• Maintain department documents including org charts and bios.
• Handle routine activities proactively and escalate issues when delays occur.
• Assist in editing spreadsheets and presentations for client meetings.

Skills

Administrative experience

Organization

Discretion

Senior management interaction

Interpersonal communication

Microsoft Office

Calendar management

Education

College degree

Job description

Become an integral part of Commercial & Investment Banking team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented, with a focus on attention to detail and quality.

As an Executive Assistant in Commercial & Investment Banking, you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.

Job responsibilities

• Maintain complex and detailed calendars
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate complicated domestic and international travel
• Organize all aspects of internal and external events, including catering and transportation
• Process invoices and T&E expense claims for team members, ensuring all policies are followed and items processed within provided guidelines
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain department documents, including current organizational charts and Executive Bio's
• Handle regular activities without prompting, and advise in advance with issues or delays
• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

Required qualifications, capabilities, and skills

• At least five years of administrative experience
• Advanced ability to organize
• Discretion and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent) or above
• College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.