Senior Executive Assistant I

ICON•Austin, TX

2d•Onsite

About The Position

ICON is seeking an experienced Senior Executive Assistant to provide administrative and operational support to the office of the assigned executive. This role requires a highly organized, proactive professional who can manage multiple priorities while maintaining exceptional attention to detail and discretion. The Senior Executive Assistant will play a critical role in ensuring the executives day-to-day operations run smoothly by managing schedules, coordinating communications, organizing meetings and events, and supporting both professional and personal responsibilities. This is a full-time, on-site role based at ICON’s headquarters in Austin, TX.

Requirements

7+ years of experience as an Administrative Assistant or Executive Assistant in a fast-paced or high-growth environment.
Proven ability to execute with consistency, reliability, and attention to detail.
Exceptional organizational and time management skills with the ability to prioritize multiple tasks.
Strong written and verbal communication skills.
Experience managing complex calendars and scheduling using iCal, Google Calendar, or similar tools.
Proficiency with Microsoft Office, Google business apps and Mac-based productivity tools.
Strong interpersonal skills and the ability to build effective working relationships across teams.
Ability to work independently while maintaining strong judgment and discretion when handling confidential information.
Comfort working in a dynamic, fast-paced environment with shifting priorities.

Nice To Haves

Experience supporting executives in technology or engineering-driven organizations.
Experience working within both private and public company environments.

Responsibilities

Manage the executives calendar, ensuring meetings, appointments, and commitments are accurately scheduled and regularly reviewed.
Coordinate meetings across internal and external stakeholders, including scheduling, reminders, and logistics such as room setup and catering when required.
Assist with email management, drafting responses, and ensuring timely communication.
Coordinate travel arrangements including booking transportation, lodging, and itineraries.
Maintain strict confidentiality and discretion with sensitive information and documents.
Prepare meeting agendas and assist in organizing materials for internal and external meetings.
Take organized notes during meetings when requested and distribute follow-ups as needed.
Support internal and external communications by drafting emails, memos, and other correspondence on behalf of the executive.
Prepare meeting spaces by arranging equipment, materials, or supplies required for corporate or personal meetings.
Manage expense tracking and reimbursement submissions.
Organize files and maintain documentation systems for easy retrieval.
Coordinate corporate and personal events, including vendor management and logistics from planning through execution.
Assist with personal scheduling and responsibilities when needed
Partner with internal teams to ensure seamless communication of schedules, travel plans, and events.
Support special projects, office operations, and corporate initiatives as required.
Respond promptly to calls, messages, and urgent requests.