Executive Assistant (Executive Operations Coordinator)

The Executive Assistant serves as a tech-savvy force-multiplying right hand to the President and Leadership Team along side the CEOish while ensuring the day-to-day operational engine (office, admin, and internal coordination) runs smoothly.

This role blends high-level executive support, operational execution, and special projects ownership; protecting leadership focus while driving alignment, organization, and momentum across the company. It reinforces Smartish culture through daily interactions and environment by delivering on Smartish core values in tangible, action-forward ways.

Reports to: President

Supports: President, CEOish, Leadership Team

Location: Austin, TX (In-office; HQ-based with occasional warehouse travel ~10 minutes away)

Type: Full-Time, M-F, salaried

Core Accountabilities

• Communication, Strategic Support & Follow-Through
• Office Operations & Administrative Management
• Systems, Tools & Process Optimization
• Employee Culture & Guest Experience
• Confidential & HR Support
• Special Projects & Cross-Functional Execution

Communication, Strategic Support & Follow-Through

• Embrace & support EOS activities. (i.e. track rocks, prepare agendas, scorecards for key meetings (L10s, quarterlies, All-Hands).
• Assist with reporting, data gathering, and light metric tracking.
• Capture clear notes, action items, and follow-ups through EOS practices.
• Track commitments, action items, and decisions ensuring nothing slips.
• Manage high-volume communications with clarity, speed, and discretion.
• Maintain alignment across leadership, staff, vendors, and partners.
• Keep Wrike, Confluence, and internal tools current with next steps and ownership.

Office Operations & Administrative Management

• Own day-to-day office operations for HQ and support warehouse coordination.
• Ensure HQ office space/s are fully functional, stocked, clean, and guest-ready at all times.
• Manage vendors as necessary (supplies, maintenance, tracking sample & HQ-related deliveries).
• Oversee business mail (P.O. box, executive shipments, and internal logistics).
• Maintain inventory of supplies, swag, and office essentials.
• Coordinate facilities requests and resolve operational issues quickly.

Systems, Tools & Process Optimization

• Build and refine SOPs and repeatable systems for efficiency.
• Maintain and improve Wrike, Confluence, and internal documentation and training materials.
• Identify inefficiencies and implement better workflows.
• Keep calendars, systems, and documentation clean and up to date.
• Support operational consistency between HQ, warehouse, and remote teams.

Employee Culture & Guest Experience

• Serve as the first impression of Smartish HQ; welcoming guests, candidates, and partners.
• Support onboarding (desk setup, supplies, welcome experience, tool access).
• Ensure employees have what they need to be productive in-office.
• Reinforce Smartish culture through daily interactions and environment.
• Plan and execute team events, All-Hands, offsites, and celebrations.
• Coordinate team lunches, happy hours, and core value activities.
• Maintain internal events calendar and logistics.
• Manage gifting, swag, and milestone recognition.

Confidential & HR Support

• Handle sensitive company and personnel information with discretion.
• Support HR processes (documentation, onboarding/offboarding coordination).
• Assist with recruiting coordination and interview logistics.
• Assist with sensitive projects (reviews, transitions, contracts).
• Manage occasional personal logistics tied to executive efficiency.

Special Projects & Cross-Functional Execution

• Own and drive special projects from concept ? execution ? completion.
• Research, validate, and package new ideas into actionable plans as assigned.
• Coordinate cross-functional initiatives across the leadership team.
• Identify bottlenecks and proactively push projects forward.

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Outcomes / Success Indicators

• President is highly focused on top priorities (not admin work).
• Projects and Rocks move forward consistently without reminders.
• Office operations run seamlessly with no disruptions.
• Communication is clear, timely, and aligned across teams.
• Meetings are prepared, efficient, and produce clear outcomes.
• Employees and guests have a "good vibes", organized, on-brand experience.
• Systems (Wrike, Confluence, Syncplicity, calendars) are accurate and up to date.

Skills & Experience

• 3+ years supporting executives, founders, or operators in fast-paced environments.
• Tech-savvy: Outlook, Teams, AI Tools, Wrike, Confluence, Excel (or similar tools).
• Strong organizational and project management skills.
• Exceptional written and verbal communication.
• Proven ability to manage multiple priorities without dropping details.
• Proactive, resourceful, and solution-oriented mindset.
• High level of discretion and professionalism.
• Comfortable operating between strategic and tactical work.

Requirements / Competencies

• Anticipates needs before they are stated.
• Thrives in a fast-paced, high-accountability environment.
• Strong ownership mentality (nothing falls through the cracks).
• Calm under pressure; adaptable and flexible.
• Positive, service-oriented, no task too small attitude.
• Highly detail-oriented and systems-driven.
• Lives Smartish Core Values.

Bonus Points If You

• Have experience in e-commerce, CPG, or startup environments.
• Are familiar with EOS (Entrepreneurial Operating System).
• Have experience coordinating cross-functional projects or office operations.
• Love dogs, cats, tacos or all three.

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  How to Apply

  Send us your resume to View email address on click.appcast.io with "Executive Assistant" in subject line and a short note answering:

  • Why this role is a great fit for you
  • A system or habit youve built that made executive's life easier

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  Benefits:

  • Health, Dental, Vision
  • FSA / HSA
  • 401(k) plan with employer match
  • PTO, Holidays
  • Paid covered parking in downtown Austin
  • Free phone cases & stuff for you and a +1

  Smartish makes everyday life a little easier with phone cases and stuff just clever enough to solve unexpected needs. Based in downtown Austin, Texas, our team is a jaunty, down-to-earth, and highly caffeinated group of folks that, since 2009, have taken our products seriously, but ourselves... not so much. Pique your interest? Learn more about Smartish.com