Executive Assistant & Office Administrator

Texicare•Austin, TX

1d•Hybrid

About The Position

We are looking for a high-caliber Executive Assistant & Office Administrator who thrives on organization and seamless execution. This role will report and provide support to the VP Line of Business in addition to the Chief Financial Officer and Chief Clinical Officer. In this dual impact role, you will support our executives and be the face of our office environment. From mastering complex calendars to ensuring our physical space is ready and welcoming, your work will directly enable our executives to stay focused and our daily operations to run without a hitch. If you are a proactive communicator who takes pride in "owning" the details and creating a professional atmosphere, we want to meet you! Essential Job Functions In this role, you will: Provide administrative support to executives by: Owning and optimizing complex calendars; prioritize meetings, resolve scheduling conflicts, and ensure time is aligned with the highest priorities. Serving as the primary point of contact for internal and external stakeholders on behalf of executives. Drafting, editing, and proofreading presentations, reports, and company-wide correspondence. Coordinating all aspects of business travel, including air, hotel, and ground transportation. Process expense reports. Handling highly sensitive information (personnel, financial, and strategic) with absolute integrity and professional judgment. Researching, compiling, and analyzing data for special projects. Track deliverables to ensure executive-led initiatives stay on schedule. Assisting with routine business tasks and providing extra hands-on support for various departmental needs as they arise. Serve as the primary office administrator by: Maintaining a clean, professional, and fully functional office environment, including conference room readiness. Serving as the main point of contact for the property management company and third-party vendors (cleaning, repairs, security, and equipment maintenance). Handling the logistics for in-house and off-site activities, including scheduling, catering, and on-site hosting for meetings or team events. Tracking and ordering office stationery, breakroom supplies, and general equipment to ensure seamless daily operations. Managing daily incoming and outgoing mail, packages, and deliveries. Providing a professional and welcoming "first impression" for all visitors, guests, and candidates.

Requirements

A high school diploma or any equivalent combination of education, training, and experience.
At least 2 years of experience as an executive assistant or similar role or any equivalent combination of education, training, and experience.
Excellent verbal and written communication skills
Proficiency in Microsoft Office and other relevant software
Strong organizational, time management, and problem-solving skills
Ability to work independently and under pressure
Attention to detail and accuracy
Knowledge of the health insurance industry and its regulations
Ability to work from our Austin, TX office 5 days a week

Responsibilities

Owning and optimizing complex calendars; prioritize meetings, resolve scheduling conflicts, and ensure time is aligned with the highest priorities.
Serving as the primary point of contact for internal and external stakeholders on behalf of executives.
Drafting, editing, and proofreading presentations, reports, and company-wide correspondence.
Coordinating all aspects of business travel, including air, hotel, and ground transportation. Process expense reports.
Handling highly sensitive information (personnel, financial, and strategic) with absolute integrity and professional judgment.
Researching, compiling, and analyzing data for special projects. Track deliverables to ensure executive-led initiatives stay on schedule.
Assisting with routine business tasks and providing extra hands-on support for various departmental needs as they arise.
Maintaining a clean, professional, and fully functional office environment, including conference room readiness.
Serving as the main point of contact for the property management company and third-party vendors (cleaning, repairs, security, and equipment maintenance).
Handling the logistics for in-house and off-site activities, including scheduling, catering, and on-site hosting for meetings or team events.
Tracking and ordering office stationery, breakroom supplies, and general equipment to ensure seamless daily operations.
Managing daily incoming and outgoing mail, packages, and deliveries.
Providing a professional and welcoming "first impression" for all visitors, guests, and candidates.