Executive Assistant/Office Manager

Prophet•Atlanta, GA

11h•Onsite

About The Position

Prophet’s Austin office is a tight-knit team of 30 people; collaborative, ambitious, and growing. We are looking for an Executive Assistant/Office Manager who loves a well-run office: someone who takes genuine pride in keeping things moving, supporting the people around them, and bringing a little extra thoughtfulness to the everyday. This is a dual role with EA and OM responsibilities. You will be the right hand to several partners within the firm, managing high-volume complex calendars and keeping leadership organized and on track. You'll also play a meaningful role in shaping the day-to-day culture of the office — making sure it feels like a place people are genuinely glad to come to work and clients are energized by. We're a professional services firm and the pace reflects it; calendars move fast, priorities shift, and the people coming through the door range from new hires to CEOs This is an in-office role, five days a week at our Austin location on Comal Street.

Requirements

Undergraduate degree with 2+ years Executive Assistant experience in the professional services industry (consulting or creative agency a plus)
Excellent communication and interpersonal skills — You’re equally comfortable chatting with a new hire on their first day and a CEO client coming in to meet Senior Partners
Ability to pinpoint problems, find creative solutions and make decisions
Strong organization and time management skills
A genuine love of people and a belief that a great office environment makes a real difference
Comfort with ambiguity and the ability to adapt, flex and change directions given circumstances, understanding the ever-changing world of business
Strong proficiency in Outlook, particularly calendar and scheduling management across multiple stakeholders and time zones
Proactive self-starter approach with the ability to work independently and maintain a high level of autonomy
Ability to lift 30-50 lbs.

Responsibilities

Own complex, high-volume calendar management across 3-4 leaders: coordinating across time zones, resolving conflicts proactively, and keeping everyone where they need to be
Coordinate domestic and international travel through our dedicated travel agency
Prepare and submit accurate expense reports and timesheets in a timely manner
Support meeting logistics including scheduling, document preparation, and follow-up coordination
Serve as a reliable, responsive point of contact for internal and external stakeholders on behalf of leadership
Manage day-to-day office operations and experience to ensure a professional, functional, and enjoyable workplace.
Serve as the first face people see: greeting guests, orienting new hires, and making sure the space always feels professional and lived-in
Manage day-to-day operations: facilities, supplies, equipment, and vendor relationships
Manage and track office budgets with discipline and accuracy
Own daily opening and closing procedures so the office is always at its best
Assist with the planning and execution of office social and culture events that keep the team connected
Coordinate meeting rooms and logistics (catering, set up/clean up, supplies, document production)
Send weekly team communications about upcoming events, visitors, and office happenings
Collaborate with People Team to manage candidate interview schedules and logistics
Support Functional Leads in planning/staging events, this may include: (training events, recruiting activities, and other employee morale or firm-wide initiatives)
Collaborate with Corps Team, functional departments and others on special projects as needed