Executive Assistant Jobs in Austin, MS

About The Position

Requirements

• At least 2 years of administrative experience, including calendar maintenance.
• Strong writing and editing skills and excellent attention to detail.
• Excellent competence with computers and modern communication tools, including Microsoft Office (Outlook, Word, and Excel), Slack, and Gemini/ChatGPT.
• Exceptional time-management and organizational skills, including the ability to balance multiple competing priorities appropriately.
• Excellent verbal and written communication skills.
• Ability to anticipate needs and take action without detailed direction for routine responsibilities.
• Ability to maintain the highest level of confidentiality and engender trust.

Nice To Haves

• Experience working in an academic, scientific, or nonprofit environment is preferred.
• An undergraduate degree is preferred.

Responsibilities

• Manage the complex calendars of group leaders, including scheduling meetings, conference calls, and interviews; responding to invitations; reserving locations; managing attendee lists; and resolving scheduling roadblocks using independent judgment and discretion.
• Help group leaders prepare for meetings and manage their time effectively.
• Coordinate events, meetings, and conferences, including audio/visual needs, catering, attendee confirmations, and location bookings.
• Coordinate extensive travel arrangements and prepare itineraries and documents for domestic and international travel by group members and job candidates.
• Prepare and process expense reimbursements and track outstanding expenses.
• Maintain and update group websites as papers are published and grants are funded.
• Support group leaders when teaching by organizing course calendars, arranging meetings with students, and maintaining course websites.
• Proofread, review, and edit documents with close attention to detail.
• Attend meetings, take notes, track action items, and follow up as appropriate.
• Liaise with students and administrators at NYGC and other New York institutions, primarily Columbia University and NYU, to support tasks such as setting up new hires, securing space, and ordering computers and materials.
• Order office supplies and perform filing, scanning, and record-keeping.
• Occasionally provide backup administrative support to other NYGC faculty when other priorities permit.

Benefits

• Medical, dental, and vision coverage for employees and dependents.
• Vacation, holidays, sick leave, and other leave, including a paid winter break.
• 401(k) match.
• Life insurance.
• Flexible spending accounts.
• Employee tuition reimbursement.
• Flexible schedules and telework options for some positions.
• Employee Assistance Program.
• Additional benefits and generous time off.