Executive Assistant Jobs in Austin, MS

About The Position

Requirements

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and interruptions while maintaining accuracy and follow-through.
• Excellent verbal and written communication skills, with a polished and professional presence in person, by phone, and in writing.
• High level of interpersonal skill, poise, tact, and diplomacy in dealing with confidential matters and diverse stakeholders.
• Ability to exercise independent judgment, solve problems proactively, and manage work with minimal supervision.
• Strong analytical ability to gather and summarize information, prepare reports, and support administrative and operational decision-making.
• Comfort with marketing and proposal workflows: assembling collateral, formatting resumes/qualifications, and coordinating deadline-driven submissions.
• Working familiarity with social media platforms and basic content scheduling/tracking tools; graphic design skill (Adobe InDesign/Canva) is a plus but not required.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, along with the ability to learn new systems and tools.
• High level of integrity, honesty, professionalism, and discretion when handling confidential or sensitive information.
• Ability to act as a cross-functional integrator, exercising judgment and ownership on behalf of leadership across studio, marketing, and administrative functions rather than working within a single-department scope.
• Associate or bachelor’s degree in business administration, Communications, Marketing, or a related field preferred.
• 5+ years of experience in executive support, office administration, or operations in a professional environment preferred.
• Experience supporting senior leaders in an architecture, interior design, engineering, consulting, or other professional services environment is strongly preferred.
• Prior exposure to marketing/business development coordination (proposals, collateral, or social media) in a professional services or design firm is a strong plus.

Nice To Haves

• Graphic design skill (Adobe InDesign/Canva) is a plus but not required.
• Experience supporting senior leaders in an architecture, interior design, engineering, consulting, or other professional services environment is strongly preferred.
• Prior exposure to marketing/business development coordination (proposals, collateral, or social media) in a professional services or design firm is a strong plus.

Responsibilities

• Serve as the primary administrative partner to the Managing Principal(s) and leadership team, managing calendars, scheduling priorities, and day-to-day executive support needs.
• Coordinate internal and external meetings, client presentations, and conferences, including agendas, materials, room setup, hospitality, technology, and follow-up actions.
• Prepare, edit, and organize correspondence, reports, presentations, spreadsheets, and other documents for leadership and firm use.
• Attend meetings as requested, record notes or minutes, track action items, and help ensure timely follow-through on priorities and decisions.
• Support execution of leadership priorities and strategic initiatives by helping organize timelines, communications, next steps, and cross-functional coordination.
• Serve as a central coordination point between leadership, project teams, administrative staff, and external partners to help keep initiatives moving and information flowing.
• Anticipate leadership and office needs, identify issues proactively, and recommend or implement improvements to administrative and operational processes.
• Arrange complex travel plans and itineraries and prepare expense reports in a timely and accurate manner.
• Assist with annual budgeting activities, monitor selected expenses, and prepare summaries or spreadsheets to support decision-making.
• Support internal communications by preparing announcements, updates, summaries, and other administrative communications for the office.
• Plan and coordinate logistics for leadership meetings, office events, retreats, team gatherings, and culture-building activities.
• Own key elements of the firm's operating rhythm, including leadership meeting cadences, planning cycles, and follow-through on firm-wide initiatives.
• Act as an integrator across studio, marketing, and administrative functions, coordinating priorities and information across teams rather than working within a single function.
• Lead select cross-functional projects on behalf of the Managing Principal(s), coordinating directly with practice leads as needed.
• Contribute to strategic planning, culture initiatives, and firm growth priorities, not only executing on them.
• Manage marketing and business development materials, including resumes, collateral updates, proposal assembly, and presentation coordination.
• Coordinate firm photoshoots, including scheduling, vendor communication, and digital asset management.
• Support social media content coordination, planning, and tracking in alignment with brand standards.
• Maintain an organized, up-to-date library of marketing assets — project photography, staff headshots, resumes, and boilerplate content — for use across proposals, social channels, and the firm website.
• Coordinate with external marketing, PR, photography, and web vendors as needed, tracking deliverables and deadlines.
• Support award submissions, directory listings, and other business development or visibility initiatives as assigned.
• Oversee front-of-house operations, ensuring visitors, callers, and guests receive a warm, polished, and professional first impression of the firm.
• Manage reception-related responsibilities, meeting room readiness, refreshments, and conference space coordination.
• Oversee office supply inventory, mail, packages, courier services, shipping, and vendor coordination to maintain an efficient and organized workplace.
• Liaise with building management and service providers to address maintenance requests, office repairs, and facility needs in a timely manner.
• Maintain the materials and resource library, including organizing samples, coordinating vendor and rep meetings, and supporting the lifecycle of materials.
• Maintain digital and physical filing systems, records, and administrative templates to ensure information is organized, current, and accessible.
• Provide light administrative support to project teams, including formatting documents, assembling packets, coordinating materials, and tracking basic project information.
• Handle sensitive company matters with a high level of confidentiality, judgment, professionalism, and discretion, including leadership communications, personnel-related information, financial materials, and strategic documents.
• Perform special projects and other duties as assigned in support of firm leadership and operational effectiveness.