Executive Assistant & Project Coordinator

Haas Home Technologies; Austin (TX); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Retirement plan with company matching

Paid time off

Great work environment with parking

Job summary

A leading home technology integration company in Austin, Texas, is seeking an Executive Assistant & Project Coordinator. The ideal candidate will coordinate between the CTO and various teams, manage scheduling, and track project responsibilities. Applicants should have 5+ years of relevant experience, strong organizational and communication skills, and the ability to adapt in a dynamic environment. The position offers a salary range from $60,000 to $75,000, with benefits including a retirement plan and paid time off.

Qualifications

• 5+ years of experience in executive assistant or project coordinator roles.
• Proven successful collaboration in multi-phased projects.
• Eagerness to learn and take on additional responsibilities.
• Confident and clear communication across mediums.
• Transport for commuting to the office and job sites.

Responsibilities

• Serve as a primary contact between the CTO and various stakeholders.
• Track tasks and responsibilities to ensure smooth project progress.
• Maintain organized calendar and handle scheduling effectively.
• Record and organize meeting notes meticulously.
• Support office filing systems and manage contracts.

Skills

Strong organizational skills

Effective communication

Problem-solving mindset

Attention to detail

Adaptability

Tools

Google Suite

Job description

Haas Home Technologies is seeking an Executive Assistant & Project Coordinator Hybrid to join our growing team in Austin, Texas!

Come join our award-winning team who creates exceptional experiences for luxury homeowners in Austin and central Texas. Experience working in the home technology industry is not crucial to success in this role. We are looking for a detailed, resourceful individual who can support internal and external teams with great organizational and communication skills.

About Haas:

We are a home technology integration company. Our goal is to improve our clients’ lifestyle, safety, and wellness by designing and installing intuitive technology systems into their homes. We work alongside nationally-recognized Architects, Custom Home Builders, and Interior Designers on some of the most incredible homes in Austin and beyond.

Haas projects include more than just Audio & Video: our clients and partners rely on us for other home-enhancing technologies such as lighting control, motorized shades/drapes, home security/surveillance, home automation, and more. We develop long-term, meaningful relationships with our clients and design each system to meet the clients' individual needs.

About the Executive Assistant & Project Coordinator Role:

The Executive Assistant & Project Coordinator will be responsible for completing tasks to support the Sales, Marketing, and Design & Engineering teams. Experience working in the home technology industry is not crucial to success in this role. The right candidate will be comfortable shifting priorities frequently and communicating between internal and external contacts confidently. To be successful in this role, the Project Coordinator will be a diligent note-taker, an eager learner, and a flexible team-player.

Job Responsibilities:

• Serve as a primary point of contact and facilitator between the Chief Technology Officer (CTO), clients, partners, and various internal departments, ensuring seamless communication and collaboration.
• Proactively prevent oversights and ensure the smooth progress of projects by diligently tracking tasks and responsibilities.
• Maintain an impeccably organized calendar, adeptly managing competing priorities and swiftly adapting to shifting demands while exercising sound judgment.
• Take ownership of meeting logistics, from scheduling and preparation to timely reminders and thorough follow-up, ensuring all stakeholders are well-informed and ensuring action items are addressed.
• Attend meetings and meticulously record and organize notes.
• Confidently engage in effective communication with partners, clients, and internal colleagues, fostering strong professional relationships and ensuring clear understanding and alignment.
• Support the maintenance of both physical and digital office filing systems, contributing to a streamlined and efficient workflow.
• Manage the creation, distribution, and monitoring of contracts, ensuring compliance and accuracy throughout the process.
• Assist with stocking of office supplies and refreshments.
• Fulfill additional responsibilities as assigned by management, which may encompass administrative support, marketing/event coordination, and general office duties, demonstrating flexibility and adaptability.

Who You Are:

• Exceptionally organizationed and proactive planner.
• Thrives in a dynamic, rapidly evolving environment.
• Has a team player mindset.
• Strong attention to detail and tenacious personality.
• Possesses a proactive approach to problem-solving, consistently seeking creative solutions.
• Finds fulfillment in providing support and assistance to others, demonstrating empathy and a genuine desire to contribute to the team's success.

Required Qualifications:

• 5 + years of experience in executive assistant or project coordinator roles.
• Proven track record of successfully collaborating within teams to execute multi-phased projects across various industries or domains.
• Capable of synthesizing large volumes of detailed information into concise and well-organized notes for future reference.
• Displays eagerness to learn and assumes additional responsibilities as needed to support the organization's goals.
• Possesses confidence and clarity in communication across different mediums, adapting communication style as appropriate to different audiences and contexts.
• Demonstrates preparedness and adaptability in handling both planned and unforeseen tasks.
• Upholds a commitment to accuracy and precision in all tasks, particularly when handling sensitive information, ensuring confidentiality and discretion.
• Maintains reliable transportation for commuting to the office and various job sites as required.
• Preferred experience with Google Suite and comfortable learning to use new software programs.
• Salary from $60,000 - $75,000.
• Retirement plan with company matching up to 3%.
• Paid time off.
• Great work environment with parking in Austin’s growing east side.

To Apply for this Position:

To be considered for this position, please submit a resume and a brief cover letter. Please answer these three questions in your cover letter:

1. What interests you about this position?
2. What makes you qualified for this position?
3. What motivates you at work?

Working Location and Conditions:

Our offices are located within our award-winning showroom (CEDIA’s 2021 Showroom of the Year!) just east of downtown Austin. Your onsite workspace will be fully-equipped with everything you need to succeed with your team.

Collaborate with team members steps away from your desk or meet at our communal conference area. Grab a beer from the tap at our in-house bar and a snack to finish up your workday!

This job requires onsite collaboration with the Haas team and other trades as well as visits to project sites and partner offices frequently. Comfortable walking shoes are encouraged for this position. The project coordinator will often be required to wear protective equipment on construction sites and in client’s homes. The project coordinator will occasionally be required to be outdoors for long periods of time.