Executive Administrative Assistant

INTX Insurance Software•Austin, TX

11d

About The Position

The Office Administrator will play a critical role in supporting the four-person executive team and ensuring smooth, efficient business operations. This position requires a proactive, solution-oriented individual who can manage day-to-day administrative functions, coordinate schedules and travel, oversee service providers, and maintain high standards of organization and communication. Discretion and professionalism are essential, as some support may include sensitive and private matters.

Requirements

2+ years administrative or office management experience (tech or SaaS environment advantageous)
Highly organized with strong attention to detail
Excellent written and verbal communication skills
Able to multitask and prioritize in a fast-moving environment
Professional discretion and ability to handle confidential information
Strong proficiency in Microsoft Office
Experience coordinating travel and managing vendor relationships
Tech-savvy and quick to learn new business systems

Responsibilities

Manage executive schedules, logistics, and operational needs
Handle travel arrangements, including flights, accommodations, meeting space, and transportation
Screen calls, manage correspondence, and prepare communications as required
Format internal and external communications (emails, memos, reports, presentations)
Assist with meeting preparation and documentation, including minutes when required
Coordinate company wide-events such as social gatherings or client offsites
Serve as the primary point of contact for all service providers
Oversee outsourced vendor performance to ensure operational efficiency
Maintain office supplies, company fuel cards, and inventory management
Manage keys, access rights, and office security permissions
Support the onboarding of new hires (equipment setup, onboarding kits, account access, etc.)
Ensure all business support systems (internet, phone, printing, communication tools) remain fully functional
Work with vendors to troubleshoot and resolve any technical or operational issues
Coordinate website and social media content updates with external providers
Work with vendors to troubleshoot and resolve any technical or operational issues
Support the Finance Director with basic bookkeeping, invoice tracking, and reconciliation of company cards
Maintain accurate filing systems for both physical and digital records
Organize important business documents and ensure data confidentiality