Executive Assistant

Company: LanceSoft, Inc.
Location: Austin
Posted on: January 15, 2022

Job Description:

This position supports one of SVP of Operations. The individual will sit in the CEO's office (but is not the CEO Admin).
--- Job duties consist of heavy duty calendaring, organizing, a planning role
--- Incumbent should have good Excel and PowerPoint abilities (not expert-user but can create expense reports, presentations for meetings, etc.
--- Ability to execute quickly with a sense of urgency and flawlessly executing calendar, schedules that change last minute
--- Ability to think and respond quickly, someone who has drive/passion to quickly solve problems / overcome obstacles
--- Mature and collaborative approach - the role might require reschedule of meeting with very short notice coordinating across admins for 5-10 Sr. Executives
--- Looking for someone who is very polished/confident, mature and not intimidated to communicate with upper management.
--- Someone who is not afraid asks clarifying questions to ensure what is being delivered meets the mark

The ideal candidate will have significant experience navigating a complex C-Suite environment and be comfortable interacting with employees of all levels. To be successful, you will need strong organizational and multi-tasking skills, and the ability to gather information and make decisions independently. Being pro-active and anticipating the needs of the executive is critical as you prioritize time, schedules, inquiries and information.

KEY RESPONSIBILITIES:
--- Own the Executive calendar; Prioritize appointments as necessary; Coordinate major offsite meetings and Executive travel
--- Arrange domestic and international travel schedule and reservations; Prepare expense reports and ensure submission in a timely fashion
--- Interface with various levels of management, customers, and other executive visitors; Redirect inquiries and problems to staff members for response and resolution as necessary
--- Review and answer mail and inquiries and determine if executive action is required
--- Exercise judgment and initiative with high degree of flexibility
--- Set up and maintain propriety files and record retention schedules
--- Obtain, assemble and analyze information and data from a wide variety of sources in order to prepare reports, agendas and correspondence
--- Order and maintain inventory of departmental supplies; Coordinate necessary equipment or facilities repairs or changes
--- Ensure CEO's office is prepared with necessary supplies/refreshments/equipment for events / office use.
--- Support the department's financial processes, including budgets, contracts, purchase orders, payments, vendor relations, etc.
--- Exercise judgment and initiative with high degree of flexibility

PREFERRED EXPERIENCE
--- Demonstrated experience in a complex environment supporting a Corporate VP or Executive VP.
--- Prior experience supporting a corporate senior executive in a fast-paced environment.
--- Prior experience managing complexities of global travel
--- Ability to use a variety of office automation tools and software (Office 365, Teams, Zoom, PowerPoint, Excel, Word, SharePoint, SAP, etc.)

Academic Credentials:
--- High school graduate and completion of business/secretarial school or equivalent experience
--- 4-year degree preferred

Keywords: LanceSoft, Inc., Austin , Executive Assistant, Other , Austin, Texas