Archived listing. The details below describe a past opening.
We are looking for an experienced Executive Assistant to provide high-level support to senior division leadership in Austin, Texas. This role is ideal for someone who thrives in a fast-moving manufacturing environment and can manage competing priorities with sound judgment and discretion. The successful candidate will play a key role in keeping executive operations organized, coordinating important meetings and travel, and handling sensitive information with discretion.
Responsibilities:
- Manage dynamic executive calendars, arrange appointments across time zones, and resolve scheduling conflicts while keeping leadership priorities in focus.
- Organize domestic and international travel plans, including flights, lodging, ground transportation, and detailed itineraries for senior leaders.
- Coordinate leadership meetings, town halls, offsite sessions, and executive visits by securing space, preparing logistics, and ensuring smooth execution.
- Develop agendas, briefing packets, presentation materials, meeting summaries, and follow-up communications to support informed decision-making.
- Prepare business correspondence, reports, and other executive-level documents using strong independent judgment and attention to detail.
- Serve as a key point of contact for executives, internal teams, vendors, and external stakeholders, maintaining clear and effective communication.
- Oversee administrative processes such as document organization, information distribution, event support, and approved vendor or procurement coordination.
- Gather and consolidate information needed for leadership discussions, board-related materials, and special projects assigned to support divisional objectives.
- Handle confidential business matters with a high degree of discretion while representing the executive office effectively.
- At least 6 years of experience in administrative or executive support roles, including 4 years supporting senior leaders or corporate executives.
- Minimum of 5 years working independently in a fast-paced setting with shifting deadlines and changing priorities.
- Demonstrated experience coordinating executive calendars, high-level meetings, travel arrangements, and related administrative activities.
- Strong written and verbal communication skills with the ability to produce clear business correspondence and presentation materials.
- Advanced proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel.
- Proven ability to exercise sound judgment, maintain confidentiality, and interact effectively with senior stakeholders.
- Comfortable using core AI productivity tools such as Copilot to support daily work.
- Experience in a global or multinational organization and multilingual ability, particularly Italian, would be an advantage.