Executive Administrative Assistant

Full-time - Entry Level

Remote - Austin, TX

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

As the Executive Administrative Assistant to the EVP of Technology and Division Chief Information Officer (DCIO), this position's primary responsibilities include managing heavy travel and expenses, heavy calendar management, scheduling meetings, event planning and execution, on-site office coordination, and other day-to-day duties as assigned.

Responsibilities

• Handle all day-to-day responsibilities for the Chief Information Officer (DCIO). This includes and is not limited to scheduling and coordinating all meetings and other general administrative and in-office functions.
• Heavy Calendar Management: Calendar all meetings timely and efficiently and keep executive current with any changes; provide meeting materials and agendas in advance and order food/beverages where applicable.
• Heavy Travel coordination: arranging all aspects of travel including air, lodging, and transportation in conjunction with the corporate travel department.
• Management of expenses: organize receipts and input in Concur in a timely manner to ensure meeting billing schedule.
• Prepare and review all documents for meetings as well as any department communications.
• Heavy on-site and remote site event planning, coordination and execution, including garnering support and assistance from others.
• Serve as a go-to resource for executives, sr. leaders and other staff members.
• Create solid working relationships with other administrative staff and others within the department.
• Daily work professionally with senior executives and clients, think and work independently, be proactive, handle confidential information and work effectively and efficiently.
• Other ad hoc projects as assigned.

Requirements

• 6+ years' experience in an executive assistant role supporting a C-Suite (i.e. CEO, CIO, CFO, etc.)
• 5+ years of experience working and comfort with high level executives and their teams; this is a high visibility position.
• 5+ years of exceptional calendar management and travel arrangement experience, with proven success working across time zones.
• 5+ years working with Microsoft applications - Teams, Excel, PowerPoint, Outlook, Word, Concur, Ariba and Workday.

Nice-to-haves

• Associate or bachelor's degree preferred.
• Financial Services industry experience or supporting a Technology organization is a plus.

Benefits

• 401K matching
• health benefits
• employee stock options
• paid time off
• volunteer time off