Executive Assistant

Reports To: Chief Executive Officer (CEO) Department: Executive Office Location: Austin, Texas Position Summary The Executive Assistant serves as a trusted partner to the CEO and plays a critical role in helping the Executive Office operate effectively. This position combines traditional executive support responsibilities with strong project coordination and organizational follow-through. The ideal candidate is proactive, highly organized, detail-oriented, and capable of managing multiple priorities simultaneously. This individual will help drive accountability, coordinate cross-functional initiatives, manage executive communications, and ensure important strategic and operational activities continue moving forward. Key Responsibilities Executive Support Manage and optimize the CEO's calendar, scheduling, and meeting priorities. Coordinate internal and external meetings, including agendas, logistics, materials, and follow-up actions. Manage executive travel arrangements and expense reporting. Draft, edit, and organize executive correspondence, presentations, reports, and meeting materials. Serve as a primary point of contact for the Executive Office. Handle confidential and sensitive information with professionalism and discretion. Monitor and help prioritize executive communications and requests. Project Coordination Track executive, leadership, and strategic action items from meetings and initiatives. Coordinate activities across departments including Operations, Technology, Finance, Human Resources, and Customer Success. Maintain project plans, status reports, risks, issues, decisions, and follow-up items. Schedule and facilitate project meetings and ensure action items are assigned and completed. Escalate blockers, risks, and dependencies to appropriate leaders. Support organizational initiatives, special projects, and executive programs. Executive Operations Prepare executive briefings, summaries, and leadership updates. Coordinate recurring leadership meetings and ensure decisions are documented and communicated. Assist with board, executive leadership, and company-wide meeting preparation. Support planning and execution of leadership offsites, strategic planning sessions, and organizational events. Help improve processes, workflows, and operational efficiency across the organization. Communication & Coordination Build effective working relationships across all levels of the organization. Communicate professionally with employees, clients, vendors, and business partners. Ensure timely communication and follow-through on executive priorities. Represent the Executive Office in a professional, responsive, and service-oriented manner. Qualifications Required 3-7 years of experience supporting senior leaders, executives, or business owners. Demonstrated experience coordinating projects, initiatives, or cross-functional programs. Exceptional organizational, planning, and time-management skills. Strong verbal and written communication abilities. Ability to manage multiple priorities in a fast-paced environment. Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and Copilot. Strong attention to detail and commitment to follow-through. Ability to work independently with minimal supervision. Preferred Experience supporting a CEO, President, Founder, or Executive Leadership Team. Project Coordinator, PMO Coordinator, Operations Coordinator, or Executive Business Partner experience. Experience preparing board materials, executive presentations, and leadership reports. Familiarity with Jira, Planner, Smartsheet, Monday.com, Asana, or similar collaboration tools. Associate's or Bachelor's degree in Business Administration, Communications, Management, or a related field. Core Competencies Executive Presence Initiative and Ownership Project Coordination Organizational Excellence Professional Judgment Communication Skills Relationship Building Problem Solving Attention to Detail Confidentiality and Integrity Accountability Success Measures Success in this role will be demonstrated by: Effective management of executive priorities and schedules. Consistent tracking and completion of leadership action items. Improved organizational accountability and follow-through. High-quality executive communications and meeting preparation. Proactive identification and resolution of issues before they require executive intervention. Strong support of strategic initiatives and executive decision-making. #J-18808-Ljbffr Concorde, Inc