Executive Assistant

Integrated Financial Settlements • Austin, TX

7d • Hybrid

About The Position

We're seeking a dynamic, highly organized Executive Assistant to provide comprehensive support to our CEO and executive leadership team. This is an excellent opportunity to gain visibility across multiple areas of our organization while supporting strategic initiatives for a fast-moving executive group. You'll be the backbone of our executive operations, managing complex calendars, coordinating high-level meetings, and serving as a key liaison between leadership and internal/external stakeholders.

Requirements

• Bachelor's degree in HR, Hospitality, Business Administration, or equivalent professional experience
• Minimum 5 years of executive assistant or similar administrative support experience
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and collaboration tools (Teams, Slack, SharePoint)
• Exceptional customer service and communication skills, both verbal and written
• Demonstrated ability to maintain confidentiality and exercise sound professional judgment
• Proven ability to multitask and prioritize effectively in a fast-paced, deadline-driven environment
• Strong attention to detail and commitment to accuracy
• Self-motivated with the ability to adapt quickly to changing priorities and directions
• Willingness to work on-site 4 days per week with 1 day remote (parking provided)

Nice To Haves

• Prior experience supporting senior leadership and/or working in HR environments
• Experience with HRIS or other HR management systems
• Knowledge of financial services or settlement industries

Responsibilities

• Manage complex calendars and coordinate scheduling for meetings, appointments, and travel itineraries for multiple executives
• Organize logistics for internal and external meetings, including material preparation and follow-up activities
• Screen, prioritize, and route incoming communications (email, phone, mail) with discretion and professionalism
• Process expense reports and reimbursements accurately and in a timely manner
• Serve as a trusted liaison between executives and internal/external stakeholders
• Anticipate executive needs and proactively manage priorities and time management
• Answer and route phone calls to appropriate personnel
• Manage office supplies, copy machines, and postage equipment; provide technical support to users
• Handle shipping, mailing activities, and package preparation using appropriate vendors
• Coordinate hotel, conference room, and catering arrangements for company events
• Partner with IT and building management on access badges and security protocols for new employees
• Maintain cleanliness and organization of break rooms, conference rooms, and public office areas
• Manage building access cards and fitness center documentation
• Assist HR with administrative tasks including interview scheduling, new hire onboarding, and personnel record maintenance
• Support internal employee events and communications
• Maintain strict confidentiality with sensitive employee and company information
• Provide administrative backup during high-volume periods or staff absences
• Complete reporting and ad-hoc projects as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level