Executive Assistant & Project Manager — Operations & Events

Pronghorn Initiative Holdings LLC

Austin (TX)

On-site

USD 75,000 - 95,000

Full time

14 days+

Get more replies from employers

Send a job-specific resume in minutes.

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.