Executive Assistant to Co-Founder

Career Group; Austin (TX); On-site; USD 90,000 - 130,000; Full time

Job summary

Career Group is seeking an experienced Lead Executive Assistant to support a Co-Founder and senior leadership in our Austin office. This high-touch role requires polish, proactivity, and discretion, managing calendars, travel, presentations, and confidential communications while overseeing a small admin team and office operations.

You will drive firm-wide projects, improve workflows, and leverage AI tools to increase efficiency.

Qualifications

• 5–10 years of experience supporting senior executives in fast-paced environments.
• Experience in private equity, investment banking, venture capital, financial services, consulting, or legal environments preferred.
• Proven experience providing high-touch executive support, including calendar management, travel coordination, and confidential communications.
• Prior people-management experience preferred, with ability to guide a team and foster collaboration.
• Experience with office management, facilities coordination, vendor relationships, or operational projects.
• Exceptional organizational skills, attention to detail, and ability to anticipate needs.

Responsibilities

• Manage complex executive calendars with investors, portfolio company executives, advisors, and other senior contacts.
• Coordinate domestic and international travel, including itineraries, accommodations, transportation, and changes.
• Prepare meeting agendas, presentations, briefing materials, and other documents.
• Coordinate executive communications, meetings, dinners, events, and engagements.
• Manage expenses, invoices, and administrative workflows.
• Provide select personal support and vendor coordination as needed.
• Maintain confidentiality and act as gatekeeper.
• Guide two administrative team members and support hiring/onboarding.

Skills

Executive support

Calendar management

Travel coordination

Team leadership

Office management

Operations

AI tools

Discretion

Vendor coordination

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Zoom

AI tools

Job description

Our client a leading private equity firm is seeking an experienced Lead Executive Assistant to support a Co-Founder and senior leadership in its Austin office.

This is a high-touch role for a polished, proactive, and highly organized professional who can anticipate needs, exercise sound judgment, and handle sensitive information with discretion. In addition to providing executive support, this person will oversee select personal and lifestyle responsibilities, manage a small administrative team, oversee Austin office operations, and lead firm-wide projects and productivity initiatives.

The ideal candidate has experience supporting senior executives in a fast-paced environment and enjoys balancing high-level executive support with team leadership, office management, and operational responsibilities.

Key Responsibilities

Executive & Personal Support

• Manage complex and dynamic executive calendars, prioritizing meetings with investors, portfolio company executives, advisors, and other senior contacts.
• Coordinate domestic and international travel, including itineraries, accommodations, transportation, and last-minute changes.
• Prepare meeting agendas, presentations, briefing materials, and other documents to ensure executives are well prepared.
• Coordinate executive communications, meetings, dinners, events, and other professional engagements.
• Manage expenses, invoices, document execution, and administrative workflows.
• Provide select personal support, including appointments, reservations, personal travel, gifting, vendor coordination, and special requests.
• Maintain the highest level of confidentiality and discretion while serving as a trusted gatekeeper and point of contact.
• Manage and provide day-to-day guidance to two administrative team members, setting expectations, coordinating workloads, and ensuring consistent coverage.
• Support hiring, onboarding, performance feedback, and professional development for administrative team members.
• Serve as backup to the Administrative Team Lead and provide coverage for administrative colleagues as needed.
• Collaborate with the broader administrative team to improve workflows, share best practices, and incorporate AI tools to streamline processes.

Austin Office Operations

• Oversee facilities and office services, coordinating with vendors, building management, IT, and other service providers.
• Maintain office standards, including supplies, equipment, conference rooms, and general workspace organization.
• Welcome visiting partners, colleagues, clients, and guests while coordinating meeting logistics and office needs.
• Support office events, space planning, moves, and buildouts in partnership with firm leadership and Operations.

Firm-Wide Projects & Special Initiatives

• Lead at least one firm-wide project annually, such as LP meeting planning, internal review processes, or other operational initiatives.
• Support firm planning, internal events, operational reviews, research, and special projects.
• Collect and compile firm-wide data and maintain organized records and documentation.
• Identify opportunities to improve executive support, administrative workflows, and overall operational efficiency through technology and AI tools.

Qualifications

• 5-10 years of experience supporting a Founder, Co-Founder, CEO, Managing Partner, or other senior executive.
• Experience in private equity, investment banking, venture capital, financial services, consulting, legal, or another fast-paced professional environment preferred.
• Proven experience providing high-touch executive support, including complex calendar management, travel coordination, and confidential communications.
• Prior people-management experience preferred, with the ability to guide a team and foster a collaborative working environment.
• Experience with office management, facilities coordination, vendor relationships, or operational projects.
• Exceptional organizational skills, attention to detail, and the ability to anticipate needs and manage shifting priorities.
• Strong written and verbal communication skills, professional presence, and excellent judgment.
• Resourceful, proactive, and solutions-oriented, with the ability to remain composed under pressure.
• Proficiency in Microsoft Office, Outlook, Zoom, and other productivity tools.
• Comfort using AI tools and technology to improve efficiency and streamline workflows.
• Flexibility to occasionally support early mornings, evenings, or weekends as needed.
• Employment Type: Full-time, exempt
• Travel: Approximately 5-10% domestic travel for internal firm meetings.
• Education: Bachelor's degree preferred but not required with relevant experience.
• Relocation: Assistance may be available.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.