The Austin Company
Executive Administrative Assistant
The Austin Company, Irvine, California, United States, 92713
Executive Administrative Assistant
Are you ready to embark on an extraordinary career journey? Look no further than The Austin Company, where greatness is not just a goal, but a way of life. As a leading design, engineering, and construction firm with a rich legacy dating back to 1878, Austin offers unparalleled opportunities for growth, innovation, and professional development. Join our dynamic team and be part of a company that is at the forefront of shaping the future of industries worldwide. With a commitment to excellence, a collaborative work environment, and a passion for delivering exceptional results, Austin empowers its employees to reach their full potential and make a lasting impact. Discover the limitless possibilities that await you at www.theaustin.com and embark on a rewarding career journey with Austin.
Key Responsibilities
Calendar & Meeting Management
Schedule, coordinate, and manage calendars for multiple executives.
Organize and facilitate staff meetings.
Prepare agendas, presentations, and meeting materials, document and track action items.
Administrative Support
Provide comprehensive administrative support, including travel arrangements, expense reporting, and event planning.
Support onboarding, training, and new employee processes.
Project & Workflow Coordination
Maintain and update project/task boards for cross‑functional teams.
Track team internal project deliverables.
Communication & Information Management
Draft, review, and distribute internal communications, meeting notes, and resource guides.
Maintain shared resources in OneNote, Teams, and Egnyte.
Coordinate feedback, surveys, and process improvement initiatives.
Process Improvement & Special Projects
Document and improve standard operating procedures and workflows.
Implement and train teams on productivity tools and platforms.
Qualifications
Proven experience supporting senior executives in a multi‑departmental environment.
Exceptional organizational, communication, and time‑management skills.
Proficiency with Microsoft Office, specifically Outlook, Teams, Excel, PowerPoint, and Word.
Ability to manage multiple priorities, exercise discretion, and handle confidential information.
Strong problem‑solving skills and a proactive, collaborative approach.
Preferred Skills
Experience with project management and workflow tools.
Familiarity with process documentation.
Event planning and office management experience.
Benefits Austin offers a comprehensive benefit package including Medical and Dental, Life, STD, LTD, and 401(k) with matching, as well as a competitive salary with opportunities for advancement.
Salary California: $70,000 – $105,000 per year (base pay may vary based on location, experience, and internal equity).
The Austin Company is an EEO and DFWP Employer.
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Key Responsibilities
Calendar & Meeting Management
Schedule, coordinate, and manage calendars for multiple executives.
Organize and facilitate staff meetings.
Prepare agendas, presentations, and meeting materials, document and track action items.
Administrative Support
Provide comprehensive administrative support, including travel arrangements, expense reporting, and event planning.
Support onboarding, training, and new employee processes.
Project & Workflow Coordination
Maintain and update project/task boards for cross‑functional teams.
Track team internal project deliverables.
Communication & Information Management
Draft, review, and distribute internal communications, meeting notes, and resource guides.
Maintain shared resources in OneNote, Teams, and Egnyte.
Coordinate feedback, surveys, and process improvement initiatives.
Process Improvement & Special Projects
Document and improve standard operating procedures and workflows.
Implement and train teams on productivity tools and platforms.
Qualifications
Proven experience supporting senior executives in a multi‑departmental environment.
Exceptional organizational, communication, and time‑management skills.
Proficiency with Microsoft Office, specifically Outlook, Teams, Excel, PowerPoint, and Word.
Ability to manage multiple priorities, exercise discretion, and handle confidential information.
Strong problem‑solving skills and a proactive, collaborative approach.
Preferred Skills
Experience with project management and workflow tools.
Familiarity with process documentation.
Event planning and office management experience.
Benefits Austin offers a comprehensive benefit package including Medical and Dental, Life, STD, LTD, and 401(k) with matching, as well as a competitive salary with opportunities for advancement.
Salary California: $70,000 – $105,000 per year (base pay may vary based on location, experience, and internal equity).
The Austin Company is an EEO and DFWP Employer.
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