We are looking for an Executive Assistant to support company founders and help maintain a highly organized, responsive workplace in Austin, Texas. This position combines executive support, travel coordination, office operations, and daily administrative oversight in a fast-paced environment. The ideal candidate brings sound judgment, strong attention to detail, and the ability to keep priorities moving smoothly when schedules and business needs shift quickly.
Responsibilities:
- Coordinate and optimize complex calendars for multiple founders, balancing competing priorities, preventing scheduling conflicts, and preserving uninterrupted time for high-value work.
- Arrange complete domestic and international travel plans, including transportation, lodging, itineraries, and rapid adjustments when plans change unexpectedly.
- Oversee day-to-day office operations by managing facilities needs, maintaining common areas, tracking supplies, and working with service providers to keep the workplace running effectively.
- Manage incoming and outgoing shipments, including packages, parts, and hardware, while ensuring items are recorded accurately and delivered to the appropriate recipients.
- Process expense submissions, organize receipts, and handle routine administrative tasks with precision, confidentiality, and consistency.
- Prepare materials and logistics for meetings, coordinate onsite visits, and support team gatherings and offsite events that strengthen collaboration.
- Work closely with the Chief of Staff to support leadership priorities, maintain operational cadence, and respond quickly to evolving business needs.
- Prior experience providing executive support in a fast-growing, high-performance company where leaders operate with urgency and changing priorities.
- Strong ability to anticipate needs, take initiative, and resolve issues before they disrupt executives or business operations.
- Exceptional organizational skills with close attention to detail across scheduling, travel, expenses, shipments, and guest coordination.
- Proven ability to remain composed, adaptable, and effective when handling time-sensitive changes or unexpected challenges.
- Clear communication skills paired with a detail-focused, service-oriented approach and strong discretion when working with confidential information.
- Demonstrated ownership mindset with a willingness to manage both strategic support tasks and hands-on office responsibilities.
- Proficiency with Google Workspace and contemporary tools for scheduling, travel booking, and expense management.
- Additional experience supporting founders or senior executives, working in hardware, aerospace, defense, or government contracting settings, or helping establish and scale office operations is a plus.