Sales Team Administrator / Executive Assistant

XYZ Reality•Austin, TX

6d•$70,000 - $80,000•Hybrid

About The Position

XYZ Reality is hiring a Sales Team Administrator and Executive Assistant to provide dedicated, proactive support to its Strategic Account Executive team in Austin, Texas. The team works on complex, high-value enterprise construction technology deals across AMER. This hands-on, relationship-driven role is embedded with the team and supports the AEs so they can focus on customers and selling. The position owns the AEs’ calendars, coordinates domestic and international travel, processes expense submissions, prepares meeting materials, supports Salesforce data hygiene, and coordinates administrative requests with Marketing, Legal, and Finance. The role requires regular in-office presence in Austin, with a hybrid arrangement requiring at least three days in the office.

Requirements

At least 2 years of experience in an executive assistant, personal assistant, or team administrator role.
Proven ability to manage complex, multi-person diaries across time zones with minimal oversight.
Based in or willing to relocate to Austin, Texas; regular in-office presence is required.
Proficiency with Google Workspace or Microsoft 365 and working knowledge of Salesforce or a comparable CRM.
Highly organized with exceptional attention to detail.
Excellent written and verbal communication skills, including professional correspondence with senior customer contacts and internal stakeholders.
Proactive and anticipatory approach, with the ability to act without being prompted.
Comfort with ambiguity and shifting priorities.
Discretion and professionalism when handling confidential commercial information.

Nice To Haves

Experience supporting a sales team, quota-carrying executives, or senior leaders in a B2B environment.
Familiarity with travel booking platforms and expense management tools such as Expensify or Concur.

Responsibilities

Own and manage AE calendars, scheduling customer meetings, internal syncs, QBRs, and cross-functional touchpoints across AMER time zones, proactively resolving conflicts and prioritizing accordingly.
Book and manage domestic and international travel, including flights, hotels, ground transport, and site visit logistics; prepare itineraries, confirm arrangements, and handle changes.
Process and submit expense reports on behalf of AEs, reconcile corporate card activity, follow up on missing receipts, and flag policy issues.
Prepare meeting materials, agendas, and briefing documents; take notes and track actions when required.
Support Salesforce CRM hygiene by updating contact records, opportunity data, and activity logs.
Coordinate with Marketing, Legal, and Finance, including routing NDAs and contracts, requesting collateral, and handling ad hoc administrative requests.