Executive Assistant I

LifeWorks Austin•Austin, TX

10d•$26 - $36•Onsite

About The Position

LifeWorks of Austin, TX is looking for a Executive Assistant I to join our Program Management team! This role will provide direct confidential and operational support to the Chief Programs Officer (CPO) and serve as the primary administrative liaison. The goal is to ensure the CPO’s effectiveness by managing schedules, communications, and documentation, while also contributing to smooth day-to-day office functions.

Requirements

Minimum 3+ years of related experience required or equivalent combination of education and experience.
Must be proficient in variety of Microsoft Suite tools, including Outlook, Word, Excel, PowerPoint, and Teams.

Nice To Haves

Bachelor’s degree preferred.
Preferred 1+ year of experience working in customer/client assistance, administrative management, or project management roles.
Notary Public preferred.

Responsibilities

Provide proactive, confidential administrative support to CPO, including scheduling, calendar management, expense processing, meeting logistics, and coordination of occasional travel.
Serve as a trusted onsite partner to the executive, supporting the needs of a large team and acting as a key liaison and communication bridge during urgent, time-sensitive, or high-priority situations to ensure issues are quickly coordinated and appropriately addressed.
Exercises sound judgment, discretion, and confidentiality in handling sensitive information and prioritizing competing demands.
Provide reliable transportation and logistical support by driving to stores, restaurants, venues, and other locations to complete errands, tour venues, courier materials between sites, and transport documents, and other items as needed.
Coordinate and support internal events and meetings for the programs staff, leadership teams, and organization-wide meetings, ensuring effective logistics, communication, and follow-through.
Draft and prepare correspondence, reports, presentations, and other documents on behalf of the CPO.
Coordinate internal and external meetings and events, including agendas, materials, logistics, and follow-up on action items.
Organize and maintain confidential files, records, and documents for the CPO and program leadership team.
Manages incoming communications (emails, calls, requests) for the CPO, prioritizing and routing appropriately.
Tracks deadlines, deliverables, and projects to ensure timely follow-up for the CPO.
Assists with program budget tracking, expense reporting, and financial documentation as directed by the CPO.
Reviews and processes timecards, staff reimbursements, and expense reports for accuracy and approval routing.
Supports agency-wide initiatives and special projects led by the CPO.
Provides office support by maintaining supplies, coordinating mail distribution, and troubleshooting office equipment.
Assist with the coordination and timely distribution of resources, information, and support materials to clients and/or staff.
Supervise and coordinate volunteers and/or interns providing administrative or project-based support to the CPO.
Sets up and prepares meeting spaces and special events, ensuring necessary materials, equipment, and refreshments are in place.
Serves as a professional point of contact with internal staff, board members, vendors, and external partners.
Interact regularly with agency staff, volunteers, donors, board members and / or client populations in a respectful and confidential manner with a high degree of customer service etiquette.
Provides back-up administrative support to other leadership staff as needed.
Ability to work occasional nights and weekends to support key organizational events.
Other duties as assigned.