Executive Assistant

Captivate, Inc.; Austin (TX); On-site; USD 34,440,000 - 38,573,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

SIMPLE IRA matching

Employee Assistance Program

Job summary

Captivate, Inc. seeks an Executive Assistant to provide high-level administrative support to the president and drive growth initiatives through business development support. The role requires a tech-savvy profile adept with productivity tools and AI to enhance operations.

You will manage complex calendars, coordinate travel, draft briefs, and maintain data integrity across CRM and collaboration platforms. This role is on-site in Austin, with responsibilities spanning executive support, business

Qualifications

• Bachelor's or Associate degree in Business or Communications preferred.
• 1-3 years experience as an Executive Assistant or related role.
• Strong organizational, writing, and verbal communication abilities.
• Discretion handling confidential information and boards materials.
• Not a remote position; requires in-office presence Monday through Friday.

Responsibilities

• Manage complex scheduling and calendar requirements for the president.
• Coordinate travel arrangements and reservations.
• Gatekeeping of communications via Slack and email with professional etiquette.
• Prepare briefs, agendas, and meeting minutes; track action items.
• Categorize executive tasks by urgency and department; translate decisions into actions.

Skills

Organizational skills

Communication

Discretion

Multitasking

Education

Associate or Bachelor's degree in Business or Communications

Tools

HubSpot

Google Workspace

Slack

AI Platforms

Job description

Executive Assistant

Role Overview

The Executive Assistant will provide high-level administrative support to the president while driving growth initiatives through business development support. This role requires a tech-savvy professional who is proficient in modern productivity tools and capable of leveraging AI to enhance operational efficiency. You will serve as the primary point of contact for internal and external communications, ensuring the president's schedule is efficient and protected and that the company’s growth strategies are executed seamlessly.

Key Responsibilities

Executive Support

• Manage complex scheduling and calendar requirements to optimize the president’s time.
• Coordinate travel arrangements, including flights, hotels, and reservations.
• Act as a gatekeeper for communications, managing high-volume Slack channels and emails with professional etiquette.
• Prepare briefs, agendas, and meeting minutes, ensuring all action items are tracked and completed.
• Categorize executive tasks, priorities and critical decisions by urgency and department
• Take verbal and written communications from the president and convert into actionable steps and results.

Business Development & Operations

• Maintain HubSpot CRM data integrity, coordinating with Sales and Service to ensure all new contacts, opportunities, naming conventions, and addresses are managed accurately.
• Assist in the execution of the company’s growth strategy by monitoring lead status and supporting prospect outreach.
• Coordinate marketing materials, including brochures, business cards, and digital signage.
• Coordinate with social media contractors to ensure content is approved and relevant.
• Organize and attend industry-related events as needed.
• Organize event sponsorships and staff sponsorship tables as needed.
• Assist Design Consultants with coordination of product demonstrations.
• Coordinate with vendors for product training, samples, and feedback.
• Audit internal processes across systems to ensure relevancy and consistent data sharing.
• Plan and assist with special events, such as office gatherings or industry open houses.

Digital Presence & AI Integration

• Utilize AI platforms (such as ChatGPT, Claude, or Gemini) to draft content, summarize reports, and streamline research tasks.
• Monitor and assist in maintaining social media strategy and website content relevancy.
• Develop new process efficiencies by integrating AI tools into daily workflows.

Technical Requirements

• HubSpot: Exposure or experience in CRM management, deal tracking, and reporting.
• Google Workspace: Expert knowledge of Google Calendar, Docs, Sheets, and Drive for collaborative document management.
• Slack: Knowledge in managing channel communications and department-specific updates.
• AI Platforms: Basic knowledge and active experience using generative AI to improve productivity and content creation.

Qualifications

• Relevant Associate or Bachelors degree in Business or Communications preferred.
• One - three years experience as an Executive Assistant or related experience.
• Exceptional organizational skills and the ability to multitask in a fast-paced environment without compromising quality.
• Strong professional writing and verbal communication abilities.
• Ability to handle confidential information with the utmost discretion.
• Ability to maintain office hours Monday through Friday (not a remote position).
• Handle highly confidential executive, financial, and Board-related information with professionalism, discretion, and attention to detail.
• Manage executive calendars, coordinating complex schedules, leadership meetings, and shifting priorities.
• Coordinate on-site meetings by managing visitor logistics, conference rooms, catering, and meeting materials.

Benefits include: Medical, dental, vision, life insurance, matching SIMPLE IRA plan, Employee Assistance Plan

Salary Range: $25-$28/hour