Austin Executive Assistant

Protiviti•Austin, TX

5d•$59,000 - $88,000•Hybrid

About The Position

Protiviti is seeking an Executive Assistant for its Austin office. The role provides operational and administrative support to help maintain an efficient, organized, and effective office, with responsibilities spanning executive support, office operations and communications, and marketing and event execution. The position works in Protiviti’s hybrid environment and requires in-person work at the 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 by managing calendars, contacts and email responses; preparing reports, presentations and proposals; coordinating travel and client meetings; and handling time and expense reports. The role also contributes to office operations by welcoming visitors, maintaining an orderly office, supporting recruiting and office events, preparing communications and documents, and assisting with local human resources needs. Additional duties include coordinating marketing materials and event logistics, managing Salesforce updates and reports, and providing regional support as needed. The position requires strong communication, organization, initiative, judgment, and problem-solving abilities, along with professionalism when handling confidential information. Candidates need at least two years of professional experience and advanced skills in Microsoft applications, including Teams. A bachelor’s degree is preferred.

Requirements

At least 2 years of professional experience.
Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook, including using Teams to manage meetings, recordings, and notes.
Professional, confident, enthusiastic, and detail-oriented approach.
Demonstrated experience working effectively with a senior executive in a fast-paced, service-oriented corporate environment.
Excellent oral and written communication skills.
Excellent interpersonal and organizational skills.
Initiative and ability to work as a self-starter.
Ability to work independently and exercise good judgment, with resourcefulness and problem-solving skills.
Positive and approachable manner, with ability to interact well with all levels of staff and clients.
Experience working with personnel at a variety of levels to achieve business objectives.
Ability to coordinate and maintain follow-up on several projects simultaneously.
Proofreading and editing skills.
Ability to handle confidential information in a strictly professional manner.
Ability to work in person at the Austin office at least 3 times per week.

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 at the office and/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 client documents and internal communications.
Work with office leadership to organize office lunches, happy hours, and other activities.
Coordinate communications about office events, firmwide activities, and other announcements.
Support executives and management by producing reports, presentations, and proposals.
Manage executive Outlook details, including contacts, calendars, and email responses, and anticipate executives’ needs.
Prepare and manage executives’ time and expense reports.
Arrange executive travel, including flights, hotels, and transportation.
Handle printing, copying, faxing, binding, and mail.
Partner with the local team to provide backup executive support.
Provide positive, professional service to internal and external customers through all forms of communication.
Work with executive team business partners to schedule and manage client meetings.
Coordinate 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.
Coordinate with other offices to provide additional regional support as needed.
Participate in ongoing training on technology upgrades and new systems applicable to the position.

Benefits

Eligible for an annual discretionary bonus.
Medical, dental, and vision coverage.
Flexible spending and health savings accounts.
Life and accident insurance.
Adoption and fertility assistance.
Paid parental leave up to 10 weeks.
Short- and long-term disability coverage.
Company 401(k) savings and investment plan with an employer match of 50% 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 amounts varying by years of service.
Up to 11 paid holidays each calendar year.