Executive Support Specialist & Gatekeeper

Jobtailor; Austin (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

Jobtailor in Austin, TX is seeking an experienced Administrative Assistant to support senior executives. You will manage calendars, coordinate complex travel, and act as a trusted gatekeeper, handling routine inquiries with discretion.

The role emphasizes proactive problem solving, expense management, event planning support, and mentoring junior admins while improving team processes. A proven track record, strong communication, organization, and urgency are essential to succeed.

Qualifications

• 3+ years of experience as an Administrative Assistant.
• A seasoned professional with proven experience handling problems of diverse scope and demonstrating excellent judgment in selecting administrative and operational methods.
• Strong sense of urgency, proactiveness, and the ability to manage your own time with limited or no supervision—hitting the ground running to take charge of the position.
• Strong written and verbal communication skills; ability to network and build strong relationships with senior personnel.
• Exceptional organizational skills and an elite attention to detail.
• A "no task is too small" attitude combined with the strategic mindset needed to anticipate executive needs.

Responsibilities

• Proactively manage complex calendars with a strong understanding of business priorities.
• Independently manage and coordinate complex international and domestic travel, including visa and passport needs, as well as end-to-end logistical arrangements.
• Develop a deeper understanding of the managers' roles and the broader business context. Serve as a trusted gatekeeper who can confidently answer routine questions on behalf of the executives.
• Prepare and manage expense reports, and coordinate both internal and external meeting needs with precision.
• Contribute significantly to ad-hoc/special projects. Recognize where operational processes can be improved and actively suggest and implement those process improvements.
• Coordinate and assist with event planning as needed.
• Act as an informal mentor to junior admins and begin to influence and improve team-wide processes.

Skills

Calendar management

Travel coordination

Executive support

Expense reporting

Process improvement

Event planning

Mentoring juniors

Job description

Jobtailor in Austin, TX is seeking an experienced Administrative Assistant to support senior executives. You will manage calendars, coordinate complex travel, and act as a trusted gatekeeper, handling routine inquiries with discretion.

The role emphasizes proactive problem solving, expense management, event planning support, and mentoring junior admins while improving team processes. A proven track record, strong communication, organization, and urgency are essential to succeed.