Executive Assistant & Project Manager (HT)

Pronghorn•Austin, TX

7d•$75,000 - $95,000•Hybrid

About The Position

Our partner is seeking a highly organized, detail-driven Executive Assistant & Project Manager to serve as the connective tissue of the company. This role is the right hand to the CEO and COO — and, just as importantly, the glue between departments. The ideal candidate needs to have strong backgrounds working with spreadsheets and data analysis. This role will work as bridge between departments and will ensure that every department has the tools needed to perform their job. Additionally, this person will need to have very strong attention to detail and make sure that all the special projects from corporate are moving forward in the right direction in a timely matter.

Requirements

4+ years in an Executive Assistant, Chief of Staff, Operations, or Events role, ideally in a fast-moving small business or startup environment.
Advanced Excel skills — comfortable building and maintaining complex, multi-tab workbooks that multiple teams rely on.
Exceptional organizational instincts; a natural system-builder who brings order to moving pieces.
A true "master of follow-up" — nothing falls through the cracks on your watch.
Strong multitasker who can hold multiple workstreams simultaneously without losing quality.
Clear, concise communicator, both written and verbal, across executives, distributors, and vendors.

Nice To Haves

Event planning or trade show experience strongly preferred.
Beverage alcohol, CPG, or distribution industry experience a plus.
Willingness and ability to travel for events as needed and occasionally work nights and weekends

Responsibilities

Provide day-to-day support to the CEO and COO, ensuring operational tasks are completed across departments in a timely manner.
Create systems to manage multiple projects simultaneously and coordinate across departments the progress
Maintain inventory of promotional material at corporate storage, and ensure that every market manager and tasting agency has the necessary promotional material
Arrange regular training sessions with all the tasting companies across the country and making sure they all have consistency following brand standards
Analyze overall performance across tasting companies in a monthly basis
Assist to coordinate with sales team that retailers have product before the tastings on a weekly basis
Analyze date from master depletion reports to discuss with executive team on a monthly basis
Coordinate regular meetings between department managers and executive team
Assist to maintain basic HR policies, and coordinate quarterly performance meetings
Attend meetings, capture key points, send recaps, and follow up to ensure accountability.
Main point of contact for event request and sponsions. Filtrate requests and coordinate with local teams for execution
Assist the marketing team as needed to delegate to right person or agency the execution of marketing and PR initiatives
Serve as the connective point across sales, marketing, production, and finance — ensuring information, decisions, and deadlines flow between departments ensuring accountability.
Build and maintain master Excel trackers that consolidate data from multiple teams (sales, inventory, events, finance) into single sources of truth.
Assist the CEO and COO to design and refine the company's systems to improve workflows, and internal processes
Own the master follow-up system — track open items across every department and drive them to closure.
Serve as the primary point of contact for the sales team regarding design, printing, and collateral needed to perform their job.
Organize and maintain sales collateral (sales sheets, pricing tools, etc.) and keep versions current across all markets.
Organize files with marketing materials, ensuring the sales team has current, on-brand assets.
Assist in the planning and execution of events, tastings, and activations
Assist with trade show planning and logistics, including shipping, staffing, and vendor coordination.
Manage on-the-ground event readiness — inventory, POS materials, staffing checklists, and day-of troubleshooting.