Executive Assistant to CEO

Burnett Staffing Specialists; Austin (TX); On-site; USD 85,000 - 125,000; Full time

Benefits offered by this job

Med/Dental/Vision coverage

Employer 401(k) retirement plan with 8

Remote day per week + 6 weeks/year

Job summary

Burnett Staffing Specialists in Austin, TX is seeking an experienced Executive Assistant to support the CEO in a fast-paced, confidential environment within a premier investment organization.

The role requires advanced proficiency in Microsoft Office and a track record of handling sensitive information with discretion, including calendar management, travel planning, and executive communications. On-site position with competitive benefits and opportunities for growth.

Qualifications

• Five years of executive-level administrative support.
• Experience planning meetings, conferences, or corporate events.
• Advanced proficiency in Microsoft Office Suite.

Responsibilities

• Manage CEO's complex calendar, travel, and priorities.
• Prepare weekly schedule and distribute materials.
• Coordinate domestic and international travel itineraries.
• Prepare travel authorizations and reconcile expenses.
• Support leadership meetings and executive offsites.
• Maintain confidential documents and filing systems.

Skills

Executive support

Microsoft Office

Tools

PowerPoint

Excel

Outlook

Word

Job description

Overview

Premier institutional investment organization is seeking an experienced Executive Assistant to support the CEO in a fast-paced, highly confidential environment.

Benefits

• 100% employer paid Medical, Dental, and Vision plans
• Generous 8.5% employer retirement contribution
• Paid park, gym, 1 remote day per week plus 6 additional weeks throughout the year

Responsibilities

• Manage and coordinate the CEO's complex calendar, including meetings, appointments, travel, and executive priorities
• Prepare and distribute the CEO's weekly schedule, ensuring all meeting materials and supporting documents are organized and readily available
• Maintain the organization's annual executive calendar, tracking key meetings, events, deadlines, and strategic milestones
• Compile and coordinate the CEO's weekend briefing book and other executive reference materials
• Screen and route incoming calls, correspondence, inquiries, and speaking requests to the appropriate internal stakeholders
• Draft, transcribe, and format executive notes, investment observations, meeting summaries, and correspondence
• Anticipate executive needs by proactively identifying priorities, resolving issues, and ensuring timely follow-up
• Build strong working relationships with executive assistants and senior leaders to facilitate seamless communication and cross-functional coordination
• Provide on-site executive support during meetings, events, and business travel
• Plan and coordinate company-wide events, including monthly All Hands meetings, the annual Town Hall, and the CEO's holiday dinner
• Support Leadership Team meetings, Senior Management Offsites, Semi-Annual Reviews, Quarterly Business Reviews, and recurring executive one-on-one meetings
• Research, coordinate, and book domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries
• Prepare travel authorizations and reconcile executive expense reports accurately and in a timely manner
• Handle sensitive travel arrangements and executive preferences with the highest level of discretion and confidentiality
• Prepare, print, and distribute monthly performance reports and other executive management reports
• Maintain organized electronic and physical filing systems for the CEO's Office and executive records
• Provide backup support for executive administrative staff to ensure continuity of operations
• Handle confidential correspondence, personnel information, board materials, and other sensitive documents with professionalism and discretion

Requirements

• Minimum of five years of executive-level administrative support, ideally within financial services, investments, or a professional corporate environment
• Demonstrated experience planning and executing meetings, conferences, or corporate events
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word)