Job Description
Are you a proactive, detail-oriented professional looking to make a tangible impact?
Vanguard Systems is seeking a Senior Executive Admin Assistant to join our dynamic team in the heart of Austin, TX. In this pivotal role, you will serve as the backbone of our executive operations, ensuring seamless coordination and exceptional support for our leadership team. We pride ourselves on a culture of innovation and excellence, and we are looking for someone who thrives in a fast-paced environment and is eager to elevate our office efficiency.
Why Join Us?
- Competitive salary and comprehensive benefits package.
- Opportunity to work with industry leaders in a collaborative environment.
- Professional development and growth opportunities.
If you are ready to take the next step in your career, we want to hear from you.
Responsibilities
- Calendar & Schedule Management: Orchestrate complex executive calendars, manage appointments, and proactively resolve scheduling conflicts to ensure maximum productivity.
- Travel Coordination: Plan and book domestic and international travel arrangements, including flights, accommodations, and ground transportation, ensuring a seamless travel experience.
- Document Preparation: Draft, proofread, and edit high-level correspondence, reports, presentations, and meeting minutes with a keen eye for detail.
- Office Administration: Oversee daily office operations, including managing incoming communications, distributing mail, and maintaining office supplies inventory.
- Event Planning: Assist in organizing company-wide events, team building activities, and client meetings, managing logistics and vendor communications.
- Project Support: Assist project managers with administrative tasks, data entry, and tracking project milestones to ensure deadlines are met.
Qualifications
- Experience: Minimum of 3-5 years of experience as an Executive Assistant or Senior Admin Assistant in a corporate setting.
- Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with CRM software (e.g., Salesforce, HubSpot) is preferred.
- Communication Skills: Exceptional verbal and written communication skills with the ability to interact professionally with C-level executives, clients, and vendors.
- Organization: Superior organizational skills with the ability to multitask, prioritize tasks effectively, and manage time efficiently under pressure.
- Problem Solving: Strong analytical skills with the ability to troubleshoot issues and propose effective solutions independently.
- Education: High school diploma required; Associate’s or Bachelor’s degree in Business Administration or related field is a plus.