What winning looks like for you:
The Executive Assistant to the owners of our small business accounting firm is an exceptional multitasker with meticulous attention to detail. They flawlessly manage the owners' schedules, appointments, and travel arrangements, anticipating and resolving conflicts proactively. Their proactive nature ensures that no task, whether internal or personal, falls through the cracks. They excel in employee engagement, organizing thoughtful gifts and fostering a positive work environment. With their adept financial management skills, they ensure all bills are paid promptly. Additionally, their expertise in new employee onboarding and recruitment support leads to seamless hiring processes. They successfully implement new company processes and maintain up-to-date licenses for the owners. This role exudes assertiveness, efficiently coordinating team retreats and events, and keeps the owners focused on tasks at hand. Their top-notch organizational abilities, dedication to the company's values, and continuous improvement efforts make them an invaluable asset to the team.
How we all win:
As the Executive Assistant, your primary responsibility will be to optimize the owners' time and assist them in achieving their professional and personal goals efficiently. You must adhere to the values of the company, which include being supportive, driven, balanced, and authentic team players. Our values guide everything we do, and we instill them into every project, decision, and strategic move we make.
Responsibilities:
- Email Management: Maintain and manage the owners' email account, coordinating both business and personal affairs efficiently. Route and delegate messages effectively and ensure owners are aware of anything needing their attention
- Schedule and Calendar Management: Maintain and manage the owners' schedules and calendars, coordinating both business and personal appointments efficiently. Anticipate scheduling conflicts and proactively find solutions to ensure smooth time management.
- Employee Engagement and Gifts: Organize and send out gifts to new and current employees, showing appreciation for their dedication and hard work. Foster a positive work environment by implementing fun activities and initiatives to boost employee morale. Research new benefit options for company. Assist in implementing new benefits.
- Travel and Conference Coordination: Coordinate travel arrangements for the owners, ensuring seamless logistics and accommodations during business trips and conferences. Prepare detailed itineraries and handle any last-minute changes.
- Meeting Coordination: Collaborate with internal staff to schedule and coordinate internal and external meetings, ensuring effective communication and preparedness.
- Property Management Support: Act as a liaison between the owners and the property manager of their rental property, addressing any issues or messages promptly.
- Financial Management: Ensure all monthly bills for both personal and business entities are paid on time and in full. Save all bills in appropriate folders by scanning or moving over electronically. Ensure all company and personal documents are scanned in and saved in appropriate locations. Ensure owners do not have piles of unscanned paperwork surrounding them. Assist with basic bookkeeping tasks as needed. Liase with vendors in coordinating and managing program and contract renewals. Assisting owner in negotiating favorable rates and contract terms.
- New Employee Onboarding: Facilitate the onboarding process for new employees, handling paperwork, equipment coordination, and training scheduling to ensure a smooth transition into the company.
- Recruitment Support: Pre-screen resumes for potential new hires and assist with the posting of job openings. Manage the new hire process, including interviews and skills testing.
- Assist in Exiting Terminated Employees: Efficiently handle the process of exiting terminated employees from the business. Coordinate the return of company equipment from terminated employees, ensuring all items are accounted for. Proactively terminate all user access and program accounts for terminated employees to uphold data security and confidentiality. Liaise with the employee benefits company to facilitate the removal of benefits and transfer any applicable benefits to the terminated employee as required.
- Office Supplies Management: Keep track of office supplies inventory and ensure they are well-stocked at all times.
- Event Assistance: Attend some conferences and work events to provide support and assistance to the owners. Help coordinate team retreats and in-person meetings, handling event planning and travel arrangements.
- Company Swag and Other Items: Collaborate with the marketing agency, screen printer, and other vendors to design and select new company swag and gear that reflects the company's brand and vision. Ensure an adequate supply of company swag for conferences and events, maintaining an organized inventory. Stay up to date with conference materials and display items, ensuring they are ready and available for upcoming events.
- Podcast Set Up and Coordination: Collaborate with the owners to set up and coordinate the company's podcast schedule. Manage logistics and scheduling for podcast recordings, ensuring a seamless and organized process. Coordinate with guests, internal staff, and external parties to ensure successful podcast recordings. Work with podcast editor to ensure quality of podcast. Post episodes to podcast sites, YouTube, website, etc. Proactively identify potential guests and topics, providing valuable suggestions to enhance the podcast's content and appeal. Take charge of setting up and organizing the podcast room and equipment, ensuring everything is in working order for recording sessions.
- Assistance with Guests for Round Tables: Work closely with the owners and team members to coordinate guests and guest speakers for round table sessions. Collaborate in brainstorming and developing engaging round table topics and guest ideas that align with the company's goals and values.
- Process Implementation: Collaborate with other staff to implement new internal and client-facing processes, ensuring seamless execution.
- License Maintenance: Ensure all necessary licenses for the owners are up-to-date and renewed as required.
- Client Gifting: Source creative and thoughtful client gifts to maintain strong client relationships.
Additional Duties:
- Personal Task Assistance: Assist the owners in managing their pets. This may include pick up from doggy daycare, vet appointments, grooming appointments, etc. Help coordinate the owners' personal vacations and time off, ensuring smooth travel arrangements and handling any necessary bookings or reservations. Assist with home maintenance tasks by coordinating contractors & vendors.
- Time Management: Actively monitor and manage the owners' schedules to help them stay focused and on track with their priorities. Proactively remind the owners of upcoming deadlines, meetings, and important tasks to prevent any potential oversights.
- Confidentiality: Exercise utmost discretion and maintain strict confidentiality when handling personal and sensitive information related to the owners' personal affairs.
- Problem Solving: Demonstrate strong problem-solving skills to efficiently address any challenges or obstacles that may arise in the course of managing the owners' schedules and tasks.
- Communication Liaison: Serve as a reliable communication liaison between the owners and various internal and external parties, ensuring clear and effective information flow.
- Continuous Improvement: Continuously seek ways to improve the efficiency and effectiveness of the owners' work processes, offering suggestions for streamlining tasks and optimizing time management.
- Professional Development: Stay updated on industry trends, tools, and best practices related to executive assistance to enhance skills and contribute to the overall growth of the role.
Requirements:
- Proven experience as an Executive Assistant or in a similar role, preferably within a professional services environment.
- Exceptional attention to detail and organizational skills.
- Ability to anticipate needs and be proactive in handling tasks.
- Strong communication and interpersonal skills.
- Assertive nature with the ability to take initiative and make decisions when necessary.
- Proficiency in time management and the ability to prioritize tasks effectively.
- Discretion and confidentiality when dealing with sensitive information.
- Familiarity with basic bookkeeping and administrative tasks.
- Willingness to occasionally travel and work outside regular business hours.
More about this position:
- Full-time position - 30 to 40 hours per week
- This is a in-office position – however, ability to work remotely is available as needed
- Vision, dental & health insurance
- Health Savings Account when enrolled in Medical plan with $3,000 contributed annually from the Firm
- Unlimited, paid Flex PTO
- Growth Opportunities
- Dream Manager program
- Retirement plan with 3.5% company match
Job Type: Full-time
Pay: $62,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Excel: 1 year (Required)
- Microsoft Powerpoint: 1 year (Preferred)
Ability to Commute:
- Austin, TX 78748 (Required)
Work Location: In person