Senior Administrative Assistant

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

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.

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.