Chief of Staff (HT)

Pronghorn Initiative Holdings LLC; Austin (TX); On-site; USD 75,000 - 95,000; Full time

Job summary

Pronghorn Initiative Holdings LLC in Austin, TX is seeking an Executive Assistant & Project Manager to serve as the connective tissue of the company. You will support the CEO and COO, bridge departments, and ensure projects move forward on time with strong data analysis and Excel systems.

The role requires exceptional organizational skills, a robust Excel toolkit, and a proactive, detail‑driven mindset. Travel for events and occasional after‑hours work are expected in a fast‑paced startup

Qualifications

• 4+ years in an Executive Assistant, Chief of Staff, Operations, or Events role, ideally in a fast‑moving small business or startup environment.
• Advanced Excel skills—comfortable building and maintaining complex, multi‑tab workbooks that multiple teams rely on.
• Exceptional organizational instincts; a natural system‑builder who brings order to moving pieces.
• A true "master of follow‑up"—nothing falls through the cracks on your watch.
• Strong multitasker who can hold multiple workstreams simultaneously without losing quality.
• Clear, concise communicator, both written and verbal, across executives, distributors, and vendors.
• Event planning or trade show experience strongly preferred.
• Beverage alcohol, CPG, or distribution industry experience a plus.
• Willingness and ability to travel for events as needed and occasionally work nights and weekends.

Responsibilities

• Provide day‑to‑day support to the CEO and COO, ensuring operational tasks are completed across departments in a timely manner.
• Create systems to manage multiple projects simultaneously and coordinate across departments the progress.
• Maintain inventory of promotional material at corporate storage, ensuring that every market manager and tasting agency has the necessary promotional material.
• Arrange regular training sessions with all tasting companies across the country and ensure consistency following brand standards.
• Analyze overall performance across tasting companies on a monthly basis.
• Assist in coordinating with the sales team so retailers have product before tastings on a weekly basis.
• Analyze data from master depletion reports and discuss with the executive team on a monthly basis.
• Coordinate regular meetings between department managers and the executive team.
• Assist in maintaining basic HR policies and coordinate quarterly performance meetings.
• Attend meetings, capture key points, send recaps, and follow up to ensure accountability.
• Main point of contact for event requests and sponsorships; filter requests and coordinate with local teams for execution.
• Assist the marketing team as needed to delegate execution of marketing and PR initiatives to the right person or agency.
• Serve as the connective point across sales, marketing, production, and finance, ensuring information, decisions, and deadlines flow between departments and ensuring accountability.
• Build and maintain master Excel trackers that consolidate data from multiple teams (sales, inventory, events, finance) into single sources of truth.
• Assist in the CEO and COO to design and refine the company’s systems to improve workflows and internal processes.
• Own the master follow‑up system—track open items across every department and drive them to closure.
• Serve as the primary point of contact for the sales team regarding design, printing, and collateral needed to perform their job.
• Organize and maintain sales collateral (sales sheets, pricing tools, etc.) and keep versions current across all markets.
• Organize files with marketing materials, ensuring the sales team has current, on‑brand assets.
• Assist in the planning and execution of events, tastings, and activations.
• Assist with trade show planning and logistics, including shipping, staffing, and vendor coordination.
• Manage on‑the‑ground event readiness—inventory, POS materials, staffing checklists, and day‑of troubleshooting.

Skills

Advanced Excel

Organizational skills

Follow-up mastery

Communication

Multitasking

Travel willingness

Education

4+ years in EA/CEO/Operations/Events

Job description

Executive Assistant & Project Manager (HT)

Pronghorn Initiative Holdings LLC Austin, Texas, United States

About this position

At Pronghorn, we are building a movement. Rooted in culture, innovation, and equity, we exist to create real pathways to success across the Spirits industry and beyond. Whether you’re behind the scenes or at the forefront of the brand, working at Pronghorn means stepping into purpose. We believe in bold ideas, relentless execution, and creating space for people to show up fully as themselves — and win. We leverage powerful partnerships to build pathways, collaborating with some of the biggest and most respected names in the Spirits industry to connect bold talent with bold brands. Whether you’re supporting internal growth or contributing to a partner initiative, you’ll gain real‑world exposure, strategic access, and unmatched insight into an industry that’s being reshaped in real time.

About the role

Our partner is seeking a highly organized, detail‑driven Executive Assistant & Project Manager to serve as the connective tissue of the company. This role is the right hand to the CEO and COO and, just as importantly, the glue between departments. The ideal candidate needs to have strong backgrounds working with spreadsheets and data analysis, to bridge departments and ensure that every department has the tools needed to perform their job. In addition, this person will need very strong attention to detail and will ensure that all special projects from corporate move forward in the right direction in a timely manner.

What you’ll do

• Provide day‑to‑day support to the CEO and COO, ensuring operational tasks are completed across departments in a timely manner.
• Create systems to manage multiple projects simultaneously and coordinate across departments the progress.
• Maintain inventory of promotional material at corporate storage, ensuring that every market manager and tasting agency has the necessary promotional material.
• Arrange regular training sessions with all tasting companies across the country and ensure consistency following brand standards.
• Analyze overall performance across tasting companies on a monthly basis.
• Assist in coordinating with the sales team so retailers have product before tastings on a weekly basis.
• Analyze data from master depletion reports and discuss with the executive team on a monthly basis.
• Coordinate regular meetings between department managers and the executive team.
• Assist in maintaining basic HR policies and coordinate quarterly performance meetings.
• Attend meetings, capture key points, send recaps, and follow up to ensure accountability.
• Main point of contact for event requests and sponsorships; filter requests and coordinate with local teams for execution.
• Assist the marketing team as needed to delegate execution of marketing and PR initiatives to the right person or agency.
• Serve as the connective point across sales, marketing, production, and finance, ensuring information, decisions, and deadlines flow between departments and ensuring accountability.
• Build and maintain master Excel trackers that consolidate data from multiple teams (sales, inventory, events, finance) into single sources of truth.
• Assist the CEO and COO to design and refine the company’s systems to improve workflows and internal processes.
• Own the master follow‑up system—track open items across every department and drive them to closure.
• Serve as the primary point of contact for the sales team regarding design, printing, and collateral needed to perform their job.
• Organize and maintain sales collateral (sales sheets, pricing tools, etc.) and keep versions current across all markets.
• Organize files with marketing materials, ensuring the sales team has current, on‑brand assets.
• Assist in the planning and execution of events, tastings, and activations.
• Assist with trade show planning and logistics, including shipping, staffing, and vendor coordination.
• Manage on‑the‑ground event readiness—inventory, POS materials, staffing checklists, and day‑of troubleshooting.

Qualifications

• 4+ years in an Executive Assistant, Chief of Staff, Operations, or Events role, ideally in a fast‑moving small business or startup environment.
• Advanced Excel skills—comfortable building and maintaining complex, multi‑tab workbooks that multiple teams rely on.
• Exceptional organizational instincts; a natural system‑builder who brings order to moving pieces.
• A true "master of follow‑up"—nothing falls through the cracks on your watch.
• Strong multitasker who can hold multiple workstreams simultaneously without losing quality.
• Clear, concise communicator, both written and verbal, across executives, distributors, and vendors.
• Event planning or trade show experience strongly preferred.
• Beverage alcohol, CPG, or distribution industry experience a plus.
• Willingness and ability to travel for events as needed and occasionally work nights and weekends.

Why Choose Us

At Pronghorn, we don’t offer jobs — we offer impact. Every seat here is a chance to build, influence, and disrupt industries that weren’t designed with everyone in mind. We are culture shapers, talent developers, and brand builders who believe in doing meaningful work that leaves a legacy. When you join the Pronghorn network, you’re stepping into a community of leaders, creators, and innovators driving real change across the spirits industry. Your voice matters, your ideas move, and your work shows up in real ways—culture, communities, and shelves nationwide. We move fast, lead boldly, and invest in our people every step of the way.

Salary

Salary: $75,000 – $95,000 per year (based on experience)

Work Authorization

Due to the nature of these positions, we are unable to provide sponsorship for U.S. work authorization now or in the future.

Equal Opportunity Employer Statement

Pronghorn is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.