Administrative Coordinator/Executive Assistant

Come join our team at Zilker Media, one of the fastest-growing companies in Austin!

Are you a media relations professional with a knack for relationship-building and a drive to get client results?

Do you pride yourself on crafting killer content and staying on the razor’s edge of the latest media trends and news cycles?

Do you thrive on community, authenticity and good vibes?

We’re looking for a public relations account executive with 2-3 years of full-time PR agency experience, to join our Earned Media Department. If this description sounds like a good fit, we’d love to hear from you!

But first, a little more about us.

Zilker Media is an award-winning boutique PR firm providing end-to-end brand building for some of the world’s top executives, thought leaders, and companies. We’ve set ourselves apart as one of the top PR firms in Austin thanks to our dedication to serving our community, overdelivering consistently for our clients, serving our team, and being genuinely fun to work with. Our mission is to cultivate community—for our team, our clients and our home here in Austin.

Even working partially remotely, we’re a close-knit team of talented professionals who genuinely care about one another and value an open, collaborative environment. And that isn’t an accident—it’s by design. Zilker Media is built on:

• Good Vibes
• Meaningful Relationships
• Bold Integrity
• Leading The Way
• Bettering Our Community

And, we don’t mean to toot our own horn, but…we’ve built something pretty special here. See for yourself:

• Our publicists repeatedly make the list of Michael Smart Best Pitch of the Year and the Qwoted 100
• Ranked #13 in the micro-companies section of Austin Business Journal’s 2021 Best Places to Work
• Ranked #15 in the micro-companies section of Austin Business Journal’s 2020 Best Places to Work
• Named to Austin Business Journal’s 2019 list of Top Austin-Area Advertising & Marketing Agencies
• Named by AustinInno to their 2019 Austin’s Coolest Companies List

But enough about us. Here’s more about what to expect as an Administrative Coordinator/Executive Assistant at Zilker Media.

Responsibilities:

• Be the right hand for executive team members for every sales initiative. This includes:
• • Coordinating meeting times and needed briefing materials with new leads
  • Sitting in a portion of sales meetings to document key takeaways and action items to brief our internal team
  • Crafting sales proposals and materials with the utmost eye for details and customization to each client’s needs
  • Creating and revising client agreements in our contracting system and coordinating logistics in our client kick-off process
  • Update key financial and forecasting reports with new sales
  • Tracking and managing pipeline metrics in our Salesforce CRM to report key metrics to our sales team
• Drive communication and coordination on behalf of Zilker Media, working closely with the CEO for the following initiatives:
• • Liaison communication as the point of contact for Zilker Media’s key vendors
  • Update key internal financial and forecasting reports for the CEO and leadership team
  • Support team members with organization and filing throughout the HR onboarding and offboarding process
  • Prepare vendor selection comparisons for key company needs
  • Schedule meetings and appointments, inbox management, book travel itineraries, and submit expense reports for the CEO and additional team members as needed
• Leading office management and coordination with ease for the Zilker Media team. This includes:
• • Operations support for team members leading Good Vibes Initiative – Zilker Media’s philanthropic arm
  • Managing office supply and grocery inventory
  • Handling deliveries to the office or maintenance appointments (when issues arise)
  • Coordinating key logistics for quarterly events hosted by Zilker Media in the office area
  • Prepare meeting rooms, establish conference calls, and prepare technology for meetings
  • Liaison troubleshooting with our tech and cybersecurity team (only when issues arise)
  • Liaise with vendors and partners as needs come up
• Ensure our clients and prospects experience world-class customer service and communication by showcasing a thoughtful eye for detail and precision when leading communication on behalf of our leadership team. You will be responsible for leading communication with some of the world’s top leaders and entrepreneurs.
• No week looks the same, so this role will require adaptability and a high level of prioritization and organization
• Work independently and follow tasks through to completion and meet commitments, proactively seeking guidance as necessary
• Uphold a strict level of confidentiality for both internal and external matters
• An attitude that embodies our Zilker Media core values of Good Vibes, Meaningful Relationships, Bold Integrity, Leading The Way and Bettering Our Community

Desired Qualifications and Characteristics:

• Minimum of 2-3 years of experience as an Administrative Coordinator/Executive Assistant reporting directly to senior leaders
• Light bookkeeping experience is a plus.
• Advanced Microsoft Office skills, including Word, Excel and PowerPoint, with an ability to become familiar with firm-specific programs and software.
• Experience with Salesforce CRM is a plus.
• Strong organizational skills with the ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
• Customer service orientation with emphasis on a positive attitude, warm disposition and enthusiasm to take on assignments.
• Proactive about asking questions, offering solutions and enhancing processes and workflows.
• Experience with ADP Totalsource is a plus
• Illustrates tact, discretion, and sound judgment in handling sensitive and confidential information
• Superior written and oral communication skills
• Ability to commute to our office on Fitzhugh street (between Austin and Dripping Springs)

Culture and Benefits

Flexibility

• Work from the office approximately two-three days a week and remotely the rest of the time. Must be available to be in office for additional days throughout the year for special events and office management
• Unlimited PTO – with a requirement to take at least 2 weeks off
• In addition, we also take all standard holidays and shut down the office the week between Christmas and New Year’s – totaling about 19 days per year
• Flex schedule. Customize your schedule to your preferred workflow in alignment with client needs

Growth

• Professional development budget
• Constructive feedback and open dialogue at all levels of the organization
• A culture that supports constant learning
• An opportunity to innovate, implement new ideas and make an impact

Benefits

• Zilker Media contributes 60% of the company-sponsored medical insurance plan
• Zilker Media contributes 100% of the company-sponsored dental, vision and life insurance plans
• 401k option
• Eligible for Zilker Media’s profit-sharing program after one year with the company

Good Vibes

• Option to participate in the Good Vibes Intiative – Zilker Media’s philanthropic arm
• Don’t just get the job done—have fun doing it!

Ready to join the Zilker Media team and build something meaningful with us? We’re ready to meet you!