Sales Team Administrator / Executive Assistant

XYZ Reality Ltd.; Austin (TX); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Hybrid working

Salary range $70K-$80K

Job summary

XYZ Reality's Strategic Account Executive team seeks a Sales Team Administrator/EA embedded in Austin to own calendars, coordinate travel, manage expenses, and handle day-to-day admin for a high-performing sales group.

The role is hands-on, relationship-driven, and requires in-office presence with a hybrid environment and strong CRM proficiency to keep the revenue team fed with accurate data.

Qualifications

• 2+ years in an EA/PA/team administrator role supporting a sales team in a B2B environment.
• Experience managing complex, multi-person diaries across time zones with minimal oversight.
• Based in or willing to relocate to Austin, TX with regular in-office presence.
• Proficiency with calendar and productivity tools (Google Workspace or Microsoft 365) and working knowledge of Salesforce or a comparable CRM.

Responsibilities

• Own and manage AE calendars end-to-end — scheduling meetings, internal syncs, QBRs, across AMER time zones.
• Book and manage all domestic and international travel — flights, hotels, ground transport, site visit logistics.
• Process and submit expense reports on behalf of AEs; reconcile cards and receipts.
• Prepare meeting materials, agendas, and briefing documents; take notes and track actions.
• Support CRM hygiene in Salesforce on behalf of the team — update records and activity logs.
• Coordinate with Marketing, Legal, and Finance — routing NDAs and contracts and ad hoc requests.

Skills

EA experience

Diary management

Austin relocation

Calendar tools

Tools

Salesforce

Google Workspace

Microsoft 365

Job description

Join a team of innovators who are revolutionizing the construction industry

Armed withour cutting-edge augmented reality technologywe're on a mission to change the way construction projects are built, and we're looking for driven, ambitious individuals who are ready to join us on this exciting journey.

We value innovation above all else. We want those who push the boundaries of what's possible, and we're always looking for new and better ways to help our clients improve their construction projects, delivering value to our customers in ways they never thought possible.

Drive

We are always on the move, pushing ourselves to be the best we can be. We're driven by a passion for making a real difference in the world. Whether it's developing new technology, providing exceptional client service, or striving for excellence in everything we do.

Disruption

We shake things up and disrupt the status quo. We are not satisfied with the way things have always been done and we're committed to breaking down barriers and pushing the limits of what's possible and leading the way into a new era of construction technology.

Check out some of these videos
from our founder, the team, and some of our events:

Location

Austin

Location Type

On-site

Compensation

Location: Austin, Texas (Hybrid — min. 3 days in office)

Positions: 1

ABOUT XYZ REALITY

XYZ Reality are the creators of the world's first and only engineering-grade Augmented Reality solution, purpose built for the construction industry. Not only have we created this holographic technology, that sits within The Atom — a smart, site-safe headset/hardhat — but we implement it on projects, utilising the power of AR to ensure that all schemes are completed in line with delivery timescales and budgets.

XYZ has grown to over 100 staff across the UK, US & Europe and is working with Mission Critical organisations & construction companies to successfully deliver major projects.

THE ROLE

XYZ Reality's Strategic Account Executive team is responsible for some of the most complex and high-value enterprise construction technology deals in AMER — working with hyperscalers and neocloud operators where every day of schedule slippage carries a significant cost. These AEs need to be in front of customers and on job sites. What they don't need to be doing is managing their own diaries, chasing down travel bookings, or wrestling with administrative tasks.

That's where you come in. As a Sales Team Administrator and EA, you'll provide dedicated, proactive executive support to a group of Strategic AEs — owning their calendars, coordinating travel, managing expense submissions, and handling the full range of day-to-day administrative tasks that keep a high-performing sales team running.

This is a hands-on, relationship-driven role. You'll be embedded with the team in Austin, you'll understand the rhythm of each AE's week, and you'll build the kind of trust that means they can hand something off and focus entirely on selling.

KEY RESPONSIBILITIES

• Own and manage AE calendars end-to-end — scheduling customer meetings, internal syncs, QBRs, and cross-functional touchpoints across AMER time zones, proactively resolving conflicts and prioritising accordingly.
• Book and manage all domestic and international travel — flights, hotels, ground transport, and site visit logistics. Prepare detailed itineraries, confirm arrangements ahead of time, and handle real-time changes as plans shift.
• Process and submit expense reports accurately and on time on behalf of AEs — reconcile corporate card activity, chase missing receipts, and flag policy issues before they reach finance.
• Prepare meeting materials, agendas, and briefing documents ahead of customer calls and internal reviews; take notes and track actions where required.
• Support CRM hygiene in Salesforce on behalf of the team — updating contact records, opportunity data, and activity logs so the revenue org always has an accurate picture.
• Coordinate with Marketing, Legal, and Finance on behalf of AEs — routing NDAs and contracts, requesting collateral, and managing ad hoc administrative requests so AEs stay focused on selling.

REQUIRED QUALIFICATIONS

1. 2+ years in an EA, personal assistant, or team administrator role — experience supporting a sales team, quota-carrying executives, or senior leaders in a B2B environment is strongly preferred.

2. Proven track record managing complex, multi-person diaries across time zones with minimal oversight.

3. Based in or willing to relocate to Austin, TX — this role requires regular in-office presence alongside the team.

4. Proficiency with calendar and productivity tools (Google Workspace or Microsoft 365) and working knowledge of Salesforce or a comparable CRM.

KEY EXPERIENCE & SKILLS

• Highly organised with exceptional attention to detail — this role is the administrative backbone of a high-stakes sales team, and dropped balls have real consequences.
• Excellent written and verbal communication — comfortable corresponding professionally with senior customer contacts and internal stakeholders on behalf of AEs.
• Proactive and anticipatory by nature — able to identify what's needed before it's asked and act without being prompted.
• Comfortable with ambiguity and shifting priorities — a fast-moving construction technology company does not operate on a predictable schedule.
• Familiarity with travel booking platforms and expense management tools (e.g. Expensify, Concur, or similar).
• Discretion and professionalism when handling confidential commercial information — this role sits close to sensitive deal activity.

BENEFITS

• Hybrid working
• Make a real-world impact of revolutionising the construction industry
• Compensation Range: $70K - $80K

What we have to offer:

Health

Our health is so incredibly important to all of us, that’s why we have awesome health cover

Flexibility

We offer flexible, hybrid, and remote working options across a number of our positions.

Holiday

Rest is a key part of productivity that’s why we offer 5 weeks holiday plus additional Christmas days

We run a series of programs across the business to promote and support the teams wellbeing

Events

Team building increases performance so we get together as often as possible for some fun

Culture

We have a start-up culture that means everyone rolls their sleeves up and gets stuck in

If you're a problem-solver, a team player, and a forward-thinker who's not afraid to push the limits of what's possible, then we want you on our team! With XYZ Reality, you'll have the opportunity to work with some of the brightest minds in the industry, make a real impact on the world, and build a career that you can be proud of.