Executive Assistant

Reports to: CEO, with day-to-day support split across three principals Employment: Full-time About the Role A fast-growing Austin-based consumer packaged goods (CPG) company is hiring an Executive Assistant to support three principals: the CEO (~50% of the role), the COO, who leads Finance and Operations remotely (~40%), and the President (~10%). The company is lean and has scaled rapidly. This is a high-trust seat in which the right person becomes the operational backbone across all three leaders and the Austin office. Executive & Administrative Support Calendar management: Own and coordinate three principals' calendars and resolve conflicts proactively. Solve for the best company outcome rather than protecting any single calendar; the CEO would rather move his own meeting than have a group reschedule around him. Keep scheduling clean: build in transit and travel time and have rides ready. Meeting notes & follow-through: Capture and circulate clear action items from meetings, send reminders, and log agreed items into the company's weekly/EOS tracker so nothing slips. Deck preparation: Gather inputs from across the team and aggregate them into polished, presentable decks (including all-hands and total-company meetings), taking that work off the leaders' plates. Meeting prep: Prepare pre-reads and briefing notes ahead of meetings. Travel coordination: Plan domestic travel end to end (flights, hotels, rental cars, co-working space, and dining), including for the COO's remote meetings. Ensure every detail is complete and correct, including full addresses in every calendar invite. Company events: Plan the two annual all-hands meetings (December in Austin; June elsewhere in the U.S.): location scouting, event framework, activities, budgeting, and logistics. Travel to these events as needed. Expense & finance coordination: Own timely, accurate expense reports for all three principals. Support light accounts-payable and vendor cleanup, coordination, and basic budget tracking in partnership with the finance team. HR coordination: Serve as the coordination and project-management point for the HR partner; manage employee anniversary and new-hire recognition with people managers, and ensure new hires are correctly included in company meetings. Office Management Run the small Austin office: keep it stocked (snacks, yogurt, cottage cheese, protein and energy drinks) and coordinate team lunches, brought in or catered. Company swag: package and mail out swag as needed. Mail handling: monitor the Austin mailbox (couriered in), triage promptly, and act on time-sensitive items such as state and federal notices, tax documents, and checks within deadline. Deliveries: coordinate shipments across all sites so someone is present to receive packages, including equipment. Office needs: manage supplies, furniture, upgrades, vendors, and lease matters. Houston office (winding down): visit roughly every other month to keep it stocked and check on the space (a ~2.5-hour drive, occasionally with one overnight) until the sublease closes. Personal Support (minimal) Maintain visibility across the principals’ work and family calendars, so meetings are never scheduled over known personal commitments. Exceptional attention to detail and accuracy. Triple-check work and deliver it done and correct the first time; the CEO's accuracy bar is high and incomplete work is noticed immediately. Proactive and high-ownership. Anticipate needs, act without being asked, and close every loop without being chased. Reports status, not questions. Arrive with a status or recommendation rather than asking for permission; bring solutions, not problems. Say no when warranted; it is about how, not whether. Adapts to each principal. Reads the person and flexes. Communicative and high-touch where wanted, crisp and invisible where not. their teams. Does not tip into over-promising or approval-seeking. Thrives in flux, not routine Sound business judgment. Strong, current technology skills. Discreet and professional Qualifications Experienced EA who has directly supported founders or C-level leaders at startups or small, fast-moving companies, ideally across multiple executives with shifting priorities. Track record of tenure, loyalty, and reliability. Detail-oriented operator: precise, organized, closure-driven, and calm under change. Excellent communicator: clear, concise, direct, and professional. Grounded and low-maintenance in style. Technical proficiency across the company's stack: Expensify/Concur, Asana, Microsoft Outlook, and Zoom (including meeting AV). Base salary: $95,000–$130,000, depending on experience. #J-18808-Ljbffr