Austin Executive Assistant

Protiviti•Austin, TX

3d•Hybrid

About The Position

Protiviti is seeking an Executive Assistant to join its Austin office. The role provides operational and administrative support to maintain an efficient, organized, and effective office environment, including executive support, office support and communications, and marketing and event execution. The position follows a hybrid work model and requires in-person work at the Austin office at least three times per week, with a strong preference for Tuesday through Thursday coverage. The Executive Assistant supports executives and the management team with reports, presentations, proposals, calendars, email, travel, time and expense reporting, and client meeting coordination. The role also helps welcome visitors, maintain office organization, coordinate recruiting and office events, prepare and proofread materials, assist with communications and reporting, support marketing activities, and provide regional and local office assistance. The position requires participation in ongoing training related to technology upgrades and systems.

Requirements

At least 2 years of professional experience.
Advanced skills in Microsoft applications, including Word, Excel, PowerPoint, and Outlook, including use of Teams to manage meetings, recordings, and notes.
Professional, confident, enthusiastic, and detail-oriented approach.
Demonstrated experience working effectively with senior executives in a fast-paced, service-oriented corporate environment.
Excellent oral and written communication skills.
Excellent interpersonal and organizational skills.
Ability to take initiative and work as a self-starter.
Ability to work independently, exercise good judgment, and use resourceful problem-solving skills.
Ability to interact positively and effectively with all levels of staff and clients.
Experience working with a variety of personnel levels to achieve business objectives.
Experience coordinating and maintaining follow-up on several projects simultaneously.
Proofreading and editing experience.
Ability to handle confidential information in a strictly professional manner.

Nice To Haves

Bachelor’s degree.

Responsibilities

Welcome clients, recruits, employees, and other visitors, assist them as needed, and help keep the office neat and organized.
Assist with office security and crisis response.
Help plan and organize recruiting events held in the office or on campus, and assist with printing, tracking, and reporting.
Conduct basic industry and company research to support responses to Requests for Proposals.
Perform data entry for client project accounting and upload materials to the intranet.
Initiate, draft, edit, review, format, and proofread documents and internal communications.
Work with office leadership to organize office lunches, happy hours, and other activities.
Help communicate upcoming office events, firmwide activities, and announcements to personnel.
Support executives and management team members by producing reports, presentations, and proposals.
Manage executives’ Outlook contacts, calendars, and email responses, and anticipate their daily needs.
Prepare and manage executives’ time and expense reports.
Arrange executive travel, including flights, hotels, and transportation.
Handle printing, copying, faxing, binding, and mail, and partner with the local team to provide backup executive support.
Coordinate and manage client meetings with executive team business partners.
Work with local and regional marketing teams to prepare marketing materials.
Schedule conference rooms and coordinate audiovisual and catering needs; arrange rooms for offsite meetings and events as needed.
Manage Salesforce updates and reporting for executives.
Support Human Resources with local office needs and coordinate with other offices to provide regional support.
Participate in ongoing training on applicable technology upgrades and new systems.

Benefits

Eligible for an annual discretionary bonus, with cash and/or discretionary stock compensation opportunities.
Medical, dental, and vision coverage.
Flexible spending and health savings accounts.
Life and accident insurance.
Adoption and fertility assistance.
Paid parental leave of up to 10 weeks.
Short- and long-term disability insurance.
Company 401(k) savings and investment plan with a 50% employer match on the first 6% of employee contributions.
Choice Time Off for vacation, personal needs, and sick time; new hires receive up to 20 days per calendar year, with the amount varying based on years of service.
Up to 11 paid holidays per calendar year.