Executive Assistant

Executive Assistant

Austin, Texas

Part Time/Direct Hire/Hybrid Role

About the Company

Our established client is a fast-paced and innovative company located in Austin, Texas, dedicated to delivering exceptional services and solutions to their clients.

This is a direct hire, part time hybrid position with regularly scheduled hours (20-25 per week) offering significant flexibility. Monday, Wednesday, and Friday will be in-office days for approximately 4-6 hours. Remote and remaining work is possible on Tuesday and Thursday. Final hours and schedule are open for discussion.

Job Description

The Part Time Executive Assistant will support the company’s leadership with office management, executive-level administrative tasks, payroll, bookkeeping responsibilities, and personal task assistance. We are seeking a highly organized and proactive individual to join their team in this role.

Duties and Responsibilities

Key responsibilities fall into the following five key areas:

Executive Support

• Manage calendars, schedule meetings, and coordinate appointments for 2 senior executives.
• Handle email correspondence and communication on behalf of executives.
• Assist executives with personal tasks such as travel arrangements, errands, scheduling appointments, personal shopping, vehicle registration / service / washing appointment, home vendor management, personal event planning or other ad hoc needs.
• Ensure seamless coordination between professional and personal commitments.

Office Management

• Maintain office supplies and manage vendor relationships for smooth office operations.
• Set up computers and related equipment for new employees, including onboarding support for both in-office and remote team members.
• Ensure the office operates efficiently and remains well-organized.
• Coordinate office-related events or team activities as needed.
• Be a subject matter expert for video conferencing and other office conference room needs as well as printers and other office tech.
• Catering management for office meals & events
• Maintain filing system (physical and online)

Payroll & Bookkeeping

• Process payroll and maintain accurate employee records while maintaining absolute discretion and confidentiality
• Manage bookkeeping tasks in QuickBooks, including tracking expenses, cutting checks, bank account reconciliation, and generating financial reports. Basic to intermediate experience with QuickBooks is required.
• Assist with invoicing and accounts payable/receivable as required.

Benefits Administration & Company Insurance Management

• Interface with insurance company and broker
• Negotiate annually with insurance companies and renewals
• Serve as the primary point of contact for employees regarding benefits

Administrative Tasks

• Handle confidential information with discretion.
• Support various projects and tasks as needed by the leadership team as time permits.

Required Experience/Skills

• Understanding of expectations of an Executive Assistant or similar role.
• Strong knowledge of QuickBooks and bookkeeping.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Comfortable with technology and ability to learn systems and software administration.
• High level of professionalism and discretion in handling sensitive information.
• Reliable transportation and willingness to regularly drive within the Austin metro (mileage reimbursed) to complete work.

Pay & Benefits Summary

Hourly rate commensurate with experience.