Workplace Experience Executive Assistant

Restaurant365•Austin, TX

1d•Hybrid

About The Position

The Workplace Experience Executive Assistant provides high-level administrative and executive support while helping ensure smooth day-to-day office operations. The role includes executive calendar and meeting coordination, travel planning, communication management, confidential administrative work, workplace operations, vendor coordination, reception, mail, events, and employee experience. The employee will use company-approved AI tools where appropriate to improve planning, drafting, information organization, and administrative efficiency, while protecting confidential information and reviewing AI-assisted work for accuracy and suitability. The ideal candidate is organized, detail-oriented, approachable, and able to anticipate needs, adapt to changing priorities, and help create a welcoming, functional workplace in a fast-paced environment. The position is hybrid, with employees onsite Monday through Thursday and remote on Fridays, and may require travel up to 10% as needed.

Requirements

Proven experience as an executive assistant, office coordinator, administrator, or in a similar support role.
Strong professional integrity, judgment, discretion, confidentiality, and dependability.
Excellent organizational, time-management, and multitasking skills, including the ability to prioritize and meet deadlines in a fast-paced environment.
Strong written and verbal communication and presentation skills, with the ability to interact effectively with employees, executives, vendors, visitors, and external stakeholders.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Familiarity with office management tools or software.
Ability to work independently with minimal supervision and collaborate effectively as part of a team.
Positive, proactive, approachable mindset and flexibility to adapt as priorities change.
High attention to detail and accuracy.
Comfort using AI-enabled tools to improve administrative efficiency, research, communication, organization, and workplace processes, with appropriate judgment and confidentiality.
Curiosity and eagerness to use AI in daily work, hands-on experience, understanding of generative AI’s capabilities and limitations, and judgment to verify outputs.

Nice To Haves

Startup or technology experience.
Bachelor’s degree or equivalent experience.
Experience supporting senior executives and coordinating workplace operations, events, vendors, or employee experience programs.

Responsibilities

Manage and maintain executive calendars; schedule meetings and appointments, coordinate travel, identify conflicts, and help optimize leaders’ time and priorities.
Support executive communications with internal and external stakeholders, screen and prioritize correspondence, respond on behalf of leaders when appropriate, and escalate questions promptly.
Prepare agendas, presentations, reports, and meeting materials; attend meetings as needed, capture notes and action items, and follow up on completion.
Coordinate executive flights, accommodations, ground transportation, and detailed itineraries; keep upcoming travel details organized.
Maintain office supplies and equipment, coordinate vendor relationships, and keep the workspace organized, welcoming, safe, and functional.
Greet and assist visitors, support incoming calls as needed, and manage incoming and outgoing mail, packages, and deliveries.
Plan and coordinate team events, meetings, company activities, conferences, summits, and off-sites, including logistics, catering, venues, vendor evaluation, and budget support.
Maintain organized digital and physical files and office documentation, including invoices, expense reports, records, and employee contact information, while maintaining confidentiality.
Process expense reports, reconcile credit card statements as assigned, maintain expense records, and support responsible budget management and spend optimization.
Conduct research and gather information; assist executives, leadership, and team members with special projects, presentations, initiatives, and other administrative or workplace needs.
Handle sensitive company, executive, and employee information with discretion and professionalism.
Identify opportunities to automate and improve work using approved AI and other tools; select suitable tools, refine prompts, and review outputs for quality and time savings.
Travel up to 10% as needed and perform other duties as assigned.