Admin Assistant, Executive Office

Kendra Scott•Austin, TX

17h

About The Position

We are seeking a proactive, highly organized, and detail-oriented Administrative Assistant to ensure the smooth execution of day-to-day administrative and operational needs. This role is critical in maintaining scheduling efficiency, supporting team events, coordinating travel and expenses, and assisting with key corporate functions. The ideal candidate is someone who thrives in a dynamic environment, exercises discretion, and delivers excellent internal and external service.

Requirements

2+ years’ experience as an Administrative Assistant for a high-growth company
A proven ability to execute with consistent delivery and reprioritize based on evolving business needs
Proficiency in multiple calendar platforms including iCal, Google Calendar and Outlook
Superb communication and interpersonal skills with ability to tailor communication to different audiences
Organizational skills and attention to detail
Strong critical thinking skills with the ability to navigate ambiguity, work through challenges or scheduling conflicts, evaluate options, and identify thoughtful solutions
A service-minded approach with a genuine desire to support leaders, team members, and guests with professionalism, warmth, and follow-through
Ability to anticipate needs, proactively identify next steps, and stay one step ahead in a fast-paced, ever-changing environment
A strong ability to build cross functional partnerships and work collaboratively
A growth mindset: desire to learn, grow and embrace new ideas
A shared appreciation for our 3 core values of Family, Fashion and Philanthropy

Responsibilities

Provide high-level calendar support and meeting coordination
Maintain and update individual and shared calendars, ensuring accuracy and appropriate prioritization
Promptly communicates meeting changes or shifts in priorities to relevant stakeholders
Serve as a point of contact for internal and external scheduling needs, representing the senior leadership team with professionalism and discretion
Serve as a trusted representative of the executive team in all interactions—via phone, email, and in person—with internal and external stakeholders
Support leaders in recognition and celebration efforts
Maintain the highest level of confidentiality and discretion at all times
Arrange domestic travel, including flights, accommodations, and local transportation
Prepare travel itineraries and handle last-minute adjustments with agility
Process and track expense reports and reimbursement requests in a timely and accurate manner
Plan and coordinate events, including offsites, happy hours, and celebratory gatherings
Coordinate corporate gifting initiatives on behalf of the senior leadership team for key stakeholders, internal milestones, and seasonal campaigns
Manage hotel bookings, meal arrangements, and venue logistics as needed
Assist with corporate meeting planning, including agenda creation, materials prep, catering, room setup, and follow-ups
Assist with meeting materials & agendas, PowerPoint preparation, timeline creation, etc.
Manage recognition efforts on behalf of executive team
Serve as the point person for VIP visits to the office—ensuring an exceptional guest experience from start to finish
Own all day-of coordination and troubleshooting to deliver a seamless, branded experience for visiting VIPs
Manage executive use of internal platforms such as NuOrder
Maintain organized files and documentation related to meetings, travel, and expense activity
Support general administrative functions to ensure the senior leadership operates efficiently