Executive Assistant

Lab Alley•Austin, TX

12d•Onsite

About The Position

This is an opportunity to showcase your ability to anticipate a business owner's needs, exceptional organizational skills, and adaptability across a broad spectrum of dynamic duties. As Lab Alley continues to scale, our Chief Visionary Officer and Co-Founder drives brand vision, physical footprint expansion-including production automation buildout-and the company's public profile, from press and industry recognition to community leadership. This role serves as the CVO's right hand: A trusted Executive Assistant to manage the calendar, keep priorities aligned across a wide range of commitments, and make sure nothing falls through the cracks. It's a fast-paced, in-person role for someone who moves quickly, is responsive, communicates clearly, and is comfortable being the go-to person for a highly visible, fast-moving executive.

Requirements

2+ years of proven experience supporting high-level executives in a fast-paced environment.
Deep instinct for anticipating a business owner's needs-highly responsive, proactive, and solutions-oriented by nature.
Calm under pressure and quick to grasp new directions, operating independently while confidently setting and holding vendors and contractors accountable.
Exceptional organizational, written, verbal, and prioritization skills with an unwavering commitment to discretion and confidentiality.
Proficiency with Microsoft Office Suite, Google Workspace, and video conferencing platforms.
Demonstrated ability to quickly adopt new technologies, including AI-powered productivity tools.
Passion to organize chaos
Welcomes and adapts to feedback

Nice To Haves

Bilingual in Spanish/English
Prior experience in ecommerce or regulated products
PMP certification or formal project management training.
Interest or familiarity with sustainability initiatives

Responsibilities

Anticipate Executive Needs: Proactively identify potential conflicts or risks, and resolve issues before they impact business priorities.
Calendar & Travel Management: Proactively manage the CVO's calendar, travel, and daily schedule across business, press, and community commitments, adjusting quickly as priorities shift.
Project Ownership & Execution: Lead CVO special projects from concept to completion, tracking timelines and deliverables while keeping cross-functional teams aligned with her vision and resolving roadblocks quickly.
Meeting Preparation & Administration: Prepare materials, take minutes and attend meetings on the CVO's behalf when requested.
Contractor & Project Coordination: Partner with architects, contractors, and designers on physical expansion and production automation projects.
Vendor & Budget Oversight: Manage quotes, timelines, and budgets across build-outs; negotiate contracts and maintain long-term supplier relationships.
Procurement & Accountability: Oversee procurement of furniture, fixtures, and equipment (FF&E) for new spaces, ensuring all vendors are held strictly accountable to deliverables.
Relationship & Community Tracking: Drive networking follow-ups from industry events, WBENC functions, Inc., and ABJ community activities.
Event Logistics: Oversee event planning logistics (scheduling, vendor coordination, run-of-show) alongside Marketing and PR.
Brand & Sustainability Asset Management: Collaborate with the CVO, Marketing, and internal stakeholders on trademark administration, brand asset organization, and sustainability partnerships.