Note: The job is a remote job and is open to candidates in USA. Openwork, formerly Meador Staffing Services, is a staffing services company. The company is seeking a Senior Executive Administrative Assistant to provide high-level support to two C-Level Executives, manage complex calendars and communications, coordinate leadership and Board activities, and plan corporate events. The role is fully remote but requires residence in the Austin area and extensive executive support experience.
Responsibilities
- Provide comprehensive executive support to two C-Level Executives
- Manage complex calendars, appointments, meetings, and competing priorities
- Monitor and manage executive emails and correspondence, ensuring important matters are addressed and followed through
- Coordinate virtual and in-person meetings
- Schedule executive lunches, dinners, coffees, and business meetings
- Make recommendations and reservations at appropriate Austin-area restaurants and venues based on the audience and occasion
- Coordinate executive travel, itineraries, reservations, transportation, and related logistics
- Anticipate executive needs rather than waiting to be asked
- Maintain communication regarding plans, deadlines, schedules, and outstanding items
- Ensure assignments are completed without executives having to repeatedly follow up
- Coordinate and prepare for weekly and other senior leadership meetings
- Develop and organize meeting agendas in collaboration with leadership
- Gather materials and information needed prior to meetings
- Serve as the moderator/timekeeper for weekly leadership meetings, keeping discussions focused, on agenda, and within the allotted time
- Track action items, commitments, and follow-up items as needed
- Help ensure leadership meetings are organized, productive, and professionally executed
- Coordinate and schedule Board meetings
- Communicate professionally with Board members and senior executives
- Prepare and organize Board books and Board meeting materials
- Coordinate agendas, presentations, reports, meeting logistics, and other Board-related documentation
- Ensure Board materials are accurate, organized, professional, and distributed appropriately
- Assist with all aspects of Board meeting preparation and execution
- Maintain the highest level of professionalism, discretion, and confidentiality when working with Board members and sensitive company information
- Take complete ownership of planning and executing company events, including:
- Holiday parties
- Company celebrations
- Happy hours
- Leadership dinners and lunches
- Corporate meetings
- Employee events
- Catering
- Entertainment
- Off-site meetings and special events
- Responsibilities will include researching and selecting venues and vendors, negotiating and coordinating services, arranging catering and entertainment, managing invitations and schedules, overseeing event details, and ensuring each event is professionally executed from beginning to end
- Maintain information regarding employees reporting to the two executives
- Track PTO and scheduled time away for direct reports
- Maintain calendars of employee birthdays, anniversaries, and other important dates
- Assist executives in staying informed regarding important employee milestones and events
- Handle confidential employee and company information with discretion
Skills
- Minimum 10 years of Executive Assistant/Executive Administrative Assistant experience, preferably supporting C-Level executives
- Previous experience working directly with a Board of Directors
- Experience preparing Board books, Board meeting materials, agendas, and presentations
- Advanced proficiency in Microsoft Outlook and calendar management
- Advanced proficiency in Microsoft Excel
- Advanced proficiency in Microsoft PowerPoint
- Advanced proficiency in Microsoft Word
- Exceptional organizational and time-management skills
- Experience managing multiple complex executive calendars
- Strong written and verbal communication skills
- Proven experience planning corporate events and working with outside vendors
- Strong knowledge of the Austin, Texas area, including restaurants, hotels, venues, catering companies, entertainment options, and appropriate locations for executive meetings and events
- Ability to work independently in a 100% remote environment while remaining highly connected and responsive
Benefits
- 100% Remote
Company Overview