Executive Assistant

Austin, TX

Leadership Team reporting to the CEO, managing the Personal Assistant 

4 days a week in the office

You are an assistant to the CEO and manage his internal and external schedule, travel, communications, and administrative tasks. You are a detail-oriented taskmaster who can’t stand to have anything unchecked on your todo list or an email unanswered. Your world is email, calendars, and todo lists. He has a separate Chief of Staff to attend meetings, create presentations and juggle priorities. 

You are easy to find in the office or online to respond to timely questions from other team members and to notice urgent emails that come in while the CEO and Chief of Staff are in other meetings or traveling. 

Requirements

Types of activities you will regularly participate in:

• Monitoring the CEO’s hundreds of daily emails to label them, star important ones for his attention and respond to any that you can handle directly 
• Scheduling (and re-scheduling) impossible meetings across multiple time zones with busy executives, other executive assistants, and large groups by email and phone 
• Managing the Personal Assistant and their driving schedule 
• Booking flights, hotel and other travel arrangements for trips local, domestic, and international trips 
• Being available in the office for other team members to come talk to while the CEO is in other meetings or traveling 
• Ordering lunch every day, planning an intimate dinner at a restaurant or catered at a home once a week
• Organizing documents in Google Drive and documentation in Notion
• Reviewing the upcoming calendar or travel plans to catch any little details that were missed or entered incorrectly
• Coordinating and distributing VIP tickets to concerts and events 
• Reviewing expenses and submitting expense reports
• Daily standup meetings with the Chief of Staff team

Other occasional activities:

• Urgently rescheduling a flight that was canceled at some inconvenient time outside of business hours
• Scheduling doctor appointments, family travel, and other personal events
• Running errands to take something to the post office, get a poster framed, return a purchase, or deliver a gift to an employee
• Ordering baby gifts for CEO’s friends, mentors, staff
• Ordering gluten-free lunch for the CEO while he’s traveling and figuring out how to get it delivered to him backstage in the green room
• Taking on a special project and then handing it off
• Helping out with data entry

This is a mission-critical role. If you choose to leave, you will give at least 30 days notice, help recruit your replacement and plan for an orderly transition.

You'll know you're successful if....

• The CEO doesn’t miss any important emails and they are all properly labeled
• The calendar is organized, accurate and no information is missing
• Travel plans are organized, accurate and everything runs smoothly
• Meetings with the CEO are fast and efficient because you’ve prepared beforehand and anticipated his questions 
• Everyone thinks you are the nicest person in the world, even if they have only met you by email

About you…

• You are available to be in the office from 8am to 3pm Monday, Tuesday, Wednesday and Thursday. You can choose to work from the office or from home on Friday.
• You work well as a member of a small team
• You are a fast typer and very efficient with computers 
• You are outgoing and can talk to just about anyone.
• You are a documentor. You make lists and spreadsheets.
• You are a problem solver. You look for ways to make things work better and how to turn chaos into systems.
• You are organized and plan ahead, but you don’t get stressed out when things change at the last minute… because they will. You roll with it.
• You check your email in the evenings and are available to work during evening events and over the weekends when there is a tight deadline. You do what it takes to get the job done.

• You have a reliable laptop computer & smartphone that you are comfortable using for work.

About our team...

• We treat others the way we want to be treated
• We have a passion for entrepreneurship and technology 
• We are transparent and we over-communicate
• We have excellent written and verbal communication skills
• We communicate when we are not able to meet a deadline and suggest a solution
• We are professional and presentable and greet everyone cheerfully. We’re ready to deal with an immature student, a pushy salesperson, top VC’s, a fortune 500 CEO, and even the President of the United States.
• We are excited to work in downtown Austin and have reliable transportation.
• We have a quiet place with fast internet where we can work remotely. 
• We have a reliable laptop computer and smartphone.
• We are able to efficiently use the Google suite of productivity tools (Gmail, Drive, Docs, Sheets, Slides).
• We are security aware. We have a passcode on our computers and phones and use a password manager.
• We are available during SXSW (Spring Break) and Startup Week (October).
• We all attend the all-hands meeting every Friday on video and the weeklong DREAMCON twice a year in-person.
• We get to Inbox Zero every day.

Benefits

• 4 weeks paid time off (one week is between Christmas and New Year’s) 
• Personal health, vision and dental insurance paid 100% by Capital Factory
• Additional benefits such as 401k program (50% company matching), life insurance, short & long term disability and and employee assistance program
• Parental leave including 10 weeks paid leave for birthing parents and 4 weeks paid leave for non-birthing parents
• $1,000 personal innovation budget on your first year anniversary and then an additional $500 each anniversary thereafter
• Coworking membership at Capital Factory with garage parking space, metro pass, or rideshare credits and access to the onsite gym
• A priceless network

About Capital Factory

Capital Factory is the center of gravity for entrepreneurs in Texas, the number one startup state in the U.S. Hundreds of thousands of entrepreneurs, programmers, and designers gather day and night, in-person and online for meetups, classes, and coworking. With boots on the ground in Austin, Dallas, Houston and San Antonio, we meet the best entrepreneurs in Texas and introduce them to their first investors, employees, mentors, and customers. According to Pitchbook, Capital Factory has been the most active investor in Texas since 2010.