Executive Assistant

webAI•Austin, TX

About The Position

The Executive Assistant will provide high-level administrative and operational support to multiple leaders at webAI. This role is ideal for someone who thrives in a fast-paced startup environment, excels at organization and communication, and can manage multiple priorities with discretion and attention to detail. The ideal candidate will act as a central point of coordination for these executives—ensuring smooth day-to-day operations, assisting with scheduling and documentation, and supporting strategic initiatives.

Requirements

Bachelor’s degree in Business Administration, Public Administration, or a related field.
2–5 years of experience providing administrative or operational support in a fast-paced environment
Exceptional organizational skills with strong attention to detail.
Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive) and productivity tools such as Slack, Notion, and Zoom.
Strong written and verbal communication skills.
Ability to prioritize and handle multiple projects with tight deadlines.
Professionalism, discretion, and sound judgment in handling confidential matters.
Self-starter with the ability to anticipate needs and take initiative in a growing, evolving environment.

Responsibilities

Provide administrative and logistical support to the 3 of our C-level executives, including scheduling meetings, managing calendars, and coordinating travel arrangements.
Prepare briefing materials, agendas, and meeting notes for internal and external meetings.
Support project management efforts by tracking deliverables, deadlines, and action items across departments.
Liaise between internal technical, legal, and operations teams to support contract execution, procurement, and compliance requirements for clients.
Maintain organized documentation and records for contracts, correspondence, and other work related materials.
Assist with expense tracking, purchase requests, and budget coordination in partnership with Finance and Operations.
Coordinate logistics for conferences, events, and external stakeholder engagements.
Support onboarding and internal communications for new hires joining any of these teams.
Manage sensitive information with discretion, ensuring confidentiality and professionalism at all times.