Executive Assistant I

Ryan Companies US, Inc.•Austin, TX

1d•Hybrid

About The Position

The Executive Assistant – Level 1 (“Executive Assistant”) uses experience and professionalism to support executives with daily responsibilities. This position may work for one or several department professionals, division heads, officers, or managers and is a senior-level support role. The position’s primary focus is to provide outstanding administrative support, while representing the Firm in a professional and positive manner. Daily tasks will be demanding and varied and should be handled with the utmost confidentiality. Successful Ryan team members embrace and live Ryan’s values of Pursue Excellence, Wired to Win, Generosity Matters, Build Trust and Integrity Always and will embody and demonstrate accountability. Hybrid work environment with attendance in-office three days per week, typically Tuesday-Thursday. Online assessment test will be required to move forward to the interview stage. This office location is currently in downtown Austin, but we will moving to a new location in northwest Austin by the end of the year. Duties and responsibilities, as they align to Ryan’s Key Results People:

Requirements

High school diploma and 3+ years of experience performing administrative duties for an individual, group, or department.
Must possess possesses strong grammatical and proofreading skills.
Solid experience making contacts of a sensitive, complex, and confidential nature.
To perform this job successfully, an individual must have advanced skills in Microsoft® Word, Excel, PowerPoint, Outlook, and Internet navigation and research.
Valid driver’s license required
Applicants for employment in the US must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States and with Ryan LLC (i.e., H1-B visa, F-1 visa (OPT), TN visa or any other non-immigrant status).
Job duties related to this role are to be conducted in a manner that adheres to privacy laws, as well as follows internal governance related to protecting confidential information and trade secrets, and to securing data and company records.

Nice To Haves

Notary Public preferred.

Responsibilities

Acts as an extension of the Principal dealing with colleagues and clients in the utmost professional manner
Maintains communications (email, written, phone, and fax) while Principal is traveling
Maintains a positive attitude at all times and provides assistance when other Executive Assistants are unavailable.
May assist less-experienced team members
Prepare reports, meeting minutes and correspondence.
Create and edit documents, spreadsheets and presentations.
Manage schedules, arrange appointments and itineraries
Requires extensive coordination and follow-up to ensure all meetings are calendared properly and effectively – utilizing the best use of the Leader’s time.
Optimize principal productivity through coordination of meetings, travel, conference calls, and completing expense reports.
Organizes and prioritizes multiple tasks and completes them under strict time constraints
Answers and transfer all telephone calls, takes accurate and concise messages
Manages daily correspondence and filing; organizes and maintains electronic and/or hard-copy document filing system.
Reads, sorts, and distributes incoming mail.
When necessary, routes client documentation to ensure timely delivery to Managers when client deadlines are involved
In addition to the above responsibilities, Executive Assistants, whether employed full-time or part-time, will be responsible for office administrative tasks and duties, including those in the office, at the direction of the PIC.
Handles and safeguards confidential and sensitive company and personal information
Remains knowledgeable of business unit and corporate policies
Identifies and works to improve internal process and works to develop Firm policies as needed.
Reviews and edits client-related documentation
Maintains client and administrative filing procedures
Assists with other projects as needed
Completes assignments with little supervision and performs other duties as assigned

Benefits

Hybrid Work Options
Award-Winning Culture
Generous Personal Time Off (PTO)
Benefits
14-Weeks of 100% Paid Leave for New Parents (Adoption Included)
Monthly Gym Membership Reimbursement OR Gym Equipment Reimbursement
Benefits Eligibility Effective Day One
401K with Employer Match
Tuition Reimbursement After One Year of Service
Fertility Assistance Program
Four-Week Company-Paid Sabbatical Eligibility After Five Years of Service
Equal Opportunity Employer: disability/veteran
Ryan offers outstanding opportunities to work in a dynamic, rapidly expanding tax services firm serving the world’s most respected Global 5000 companies. Our innovative work environment, accelerated growth path for high performers, competitive benefits package, and outstanding earning potential provide the most rewarding career experience available in the industry.
Ryan employees are given the freedom to do their best work in the way they work best. With a clear understanding of expectations and accountabilities, our employees are given ownership of their time and flexibility to meet the demands of their professional and personal lives.