Executive Assistant

Executive Assistant

Austin, TX

Full-time/Direct Hire Position

Job Location

This position would be on-site.

About the Company

The company is an integrated health and wellness organization dedicated to making lasting health and vitality achievable. The company aims to help people live long, healthy, and vibrant lives by enhancing both lifespan and healthspan. As a venture-funded, high-growth startup, it operates in a fast-paced and dynamic entrepreneurial environment.

Job Description

As the President’s Executive Assistant in Austin, you will provide executive support, manage office operations, and lead special projects for a fast-growing startup. This role requires an inclusive, collaborative leader who inspires trust and confidence. The ideal candidate is highly organized, detail-oriented, proactive, and maintains strict confidentiality. A self-starter with a “whatever-it-takes” mindset, you will help uphold the company’s culture and operational excellence.

Servant leadership is central to their culture, and all team members are expected to embody integrity and compassion for members.

Duties and Responsibilities

Executive Assistant – primary responsibilities

• Manage all travel arrangements for the President and occasionally team members, including flights, hotels, transportation, and reservations.
• Coordinate and schedule all meetings for the President and team as needed.
• Record meeting minutes, track action items, and follow up as required.
• Coordinate and provide food for meetings when necessary.
• Process expense reimbursements with accurate coding and reconciliation for the President and others.
• Plan and execute monthly team-building and appreciation events.
• Provide office insights and feedback to the President.
• Maintain and organize the team’s SharePoint with key documents and updates.
• Support onboarding by coordinating office setup, IT needs, and processes for new hires.
• Identify opportunities to improve team communication and project tracking.
• Anticipate the President’s needs based on prior meetings and travel.
• Proactively manage the calendar, resolving scheduling conflicts in advance.
• Be present in the office to support the President and team.
• Define and take ownership of special projects that align with business and personal professional growth.
• Ensure seamless meeting setup, including materials, guest coordination, catering, and cleanup.
• Maintain ongoing coordination and communication with the President for alignment and support.

Office Manager – secondary responsibilities

• Take ownership of the office space, including keys, codes, parking, supplies, cleanliness, technology, and plants.
• Serve as the main contact for office management vendors, ensuring all services (cleaning, printing, plants, tech) meet expectations.
• Lead prompt resolution of any disruptions to office operations (printer, water, supplies, Wi-Fi issues, etc.) or work with property management on elevators, utilities, parking, and maintenance issues.
• Collect and distribute daily mail, and coordinate mailing as needed.
• Monitor and organize supplies for office operations (mail room, kitchen, bathrooms, etc.).
• Establish a system to manage the dishwasher, recycling, trash, and bathrooms outside of weekly cleaning services.
• Ensure offices are tidy and organized, with items stored appropriately.
• Check in with team members to identify needs for improving office functionality and culture.
• Proactively address broken items or issues to find solutions.
• Process bills for payment, code expenses, and produce reports as required.
• Seek support and ask questions as needed.

Other Duties

• Embrace the company culture by understanding and supporting its core values and service standards.
• Regular attendance in line with company expectations is essential for success in this role, with salaried exempt team members expected to dedicate 40 hours or more each week. Due to the industry's cyclical nature, team members may need to work varying schedules to meet business needs.

Required Experience/Skills

• Strong attention to detail with effective follow-through and the ability to meet deadlines.
• Excellent written and verbal communication skills.
• Outstanding organizational and multitasking abilities.
• Exceptional interpersonal skills with a proactive mindset.
• Anticipates needs and engages effectively by asking questions.
• Maintains confidentiality at all times.
• Team player with a strong work ethic.
• 4 years of experience in an executive admin and office manager role.
• Proficient in Word, PowerPoint, Excel, Outlook, and tech-savvy.
• Experience in a startup environment is preferred.
• Demonstrates flexibility, adaptability, and critical thinking.
• Models a servant leadership style while balancing decisiveness.
• Passionate about the company’s purpose and core values.
• Committed to positively contributing to the company culture.
• Balances candor with respect and honor.

Education

Bachelor's degree preferred or equivalent experience.

Pay & Benefits Summary

Pay is commensurate with experience with a competitive benefits package.