portal resources jobs companies c confidential executive assistant

Executive Assistant


Professional Services and Real Estate Business - Seeking a motivated, experienced EA to join our great team

Thanks for taking the time to read our job opening. We are looking for a great EA to assist the founders and owners of two Austin-based businesses, one in professional services and the other in real estate. The founders own and run both companies. We are seeking an exceptional support-motivated individual to help the two executives of both companies. Our ideal candidate excels at managing multiple projects accurately and efficiently in a small company environment.

Reporting to the two founders of both companies, the primary responsibilities of the Executive Assistant will be three-fold: providing high-touch, high-trust support to the executive team; communicating effectively with clients, vendors, visitors, and the media; and supporting the internal sales, business operations, customer support and project teams with office administration expertise.

About the Executive Assistant Job Position

Executive Support

  • Manage communication and calendars for both the President and CEO, handling details of a confidential nature, from conference calls to media requests.
  • Assisting with the administrative components of real estate development, including communications between the developers, partners, and contractors
  • Coordinate worldwide travel arrangements, including itineraries, travel documents, logistics, expense reimbursements, car rentals, hotel accommodations
  • Create efficient and streamlined processes while adeptly handling urgent, quick turnaround issues
  • Summarize and communicate relevant information, providing related documentation that requires the attention of the executives while coordinating with internal and external teams.
  • Provide proofreading for various types of company collateral, from social media posts to sales proposals and presentations

Office Administration

  • Serve as the first point of contact for outside inquiries via email, online and phone, routing to appropriate departments and individuals and following up to ensure completion.
  • Provide oversight to outside office vendors for facilities, correspond with outside accounting vendors for expenses and account reconciliations and administer office budget, ordering and stocking of supplies.
  • Manage electronic and paper files, filing systems and document storage, creating efficiencies and securing information.

About Candidates (Qualifications)

  • Excellent critical thinking and problem-solving skills
  • Customer service mentality and professional etiquette coupled with exceptional written, verbal and interpersonal communication skills.
  • Excellent spelling, grammar and proofreading skills.
  • Ability to maintain confidential information.
  • Proven project management skills with superior multi-tasking abilities and high attention to detail.
  • Collaborative mindset and ability to work as a team member, working effectively with diverse and global individuals and teams
  • Demonstrated ability utilizing Microsoft Office Suite, Google Apps, Dropbox, Zoom, and similar products
  • Bachelor or Associate degree in Business Administration or equivalent five years of experience
  • Operations experience would be a plus

The Executive Assistant position is based at our office in Central, North Austin, Texas. You will have the option to work at our office full-time or work remotely up to 4 days per week.

About the Company

We founded and run two family-owned businesses in Austin, Texas. Our current companies are a business services company and a real estate development firm. We provide competitive pay and great benefits. We are also very active in the local community.

We look forward to hearing from you!

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Disability insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift
  • Monday to Friday

Education:

  • Associate (Preferred)

Experience:

  • Administrative experience: 5 years (Required)

Work Location:

  • Fully Remote

Let us send you new openings similar to Executive Assistant straight to your Inbox. Weekly or Daily. 7-day free trial 💌

The ability to work remotely increases employee happiness by 20 percent.