Executive Assistant
Austin, TX
Category: Administrative
Reference ID: 10071707
Shortcut: http://addisongroup.gosnaphop.com/ikZXh9
PITCH (Overview of Job): Executive Operations Coordinator
JOB DETAILS
The Executive Operations Coordinator serves as a key administrative and operational partner, supporting leadership with complex scheduling, project coordination, and day-to-day business operations. This individual will help drive efficiency across multiple priorities, ensuring calendars, communications, records, and administrative processes run seamlessly. The ideal candidate is highly organized, detail-oriented, adaptable, and thrives in a fast-paced environment where discretion and professionalism are paramount.
Key Responsibilities
- Manage complex calendars, scheduling, and meeting coordination for leadership
- Coordinate internal and external meetings, ensuring logistics and materials are prepared in advance
- Maintain accurate records, documentation, and operational files
- Assist with expense reporting, invoice tracking, and administrative accounting functions
- Support special projects, research initiatives, and operational process improvements
- Serve as a point of contact for vendors and external partners
- Coordinate office-related logistics and administrative functions
- Prepare reports, presentations, and correspondence as needed
- Anticipate scheduling conflicts and proactively resolve issues
- Monitor deadlines and ensure follow-through on key initiatives
- Provide occasional after-hours support for urgent business needs
Required Qualifications
- High School Diploma required; Bachelor's Degree preferred
- 4+ years of Administrative Assistant, Executive Assistant, or Operations Coordinator experience
- Extensive calendar management and scheduling experience
- Advanced proficiency with Outlook, Microsoft Office Suite, and Excel
- Strong organizational and prioritization skills
- Excellent written and verbal communication abilities
- Ability to manage multiple projects simultaneously in a fast-paced environment
- Professional demeanor with a high level of discretion and confidentiality
- Strong attention to detail and follow-through
Preferred Qualifications
- Experience supporting executives or senior leadership teams
- Background in hospitality, professional services, corporate operations, or private office environments
- Experience managing vendor relationships and coordinating operational projects
- Familiarity with expense management and administrative accounting functions
Ideal Candidate Profile
Must Have:
- 4–5+ years of true administrative support experience
- Heavy calendar management experience
- Strong Excel and organizational skills
- Stable work history
What They're Looking For:
- Excellent prioritization skills
- Ability to adapt to different personalities and communication styles
- Professional, polished, and execution-focused
- Someone who is proactive, reliable, and enjoys keeping operations running smoothly
Not a Fit:
- Frequent job hopping
- Primarily contract-based backgrounds
Compensation & Benefits
- Base Salary: $80,000 – $90,000
- Medical, Dental, and Vision Insurance
- Hybrid schedule (1 remote day per week)
- Standard business hours (8:00 AM – 5:00 PM)
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