Executive Assistant Job at HotSchedules Corporate (Austin)

Executive Assistant

Robert Half is seeking a highly organized, proactive, and resourceful Executive ...

Location

United States , Miami Beach

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

5+ years of experience supporting C-level executives, business owners, or entrepreneurs as an Executive Assistant or Personal Assistant
Exceptional organizational, time management, and multitasking skills
Strong written and verbal communication skills
High level of professionalism, discretion, and confidentiality
Ability to work independently, anticipate needs, and solve problems proactively
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Valid driver's license and reliable transportation for occasional local responsibilities
Candidates must reside in the Miami, FL area
Candidates must be flexible and willing to respond to urgent business needs outside of standard business hours, including occasional evenings and weekends
Ability to maintain strict confidentiality while managing both business and personal matters

Job Responsibility

Manage complex calendars, schedule meetings, and coordinate appointments
Arrange domestic and international travel, including flights, hotels, transportation, and detailed itineraries
Prepare meeting agendas, presentations, reports, and correspondence
Screen, prioritize, and respond to emails, phone calls, and other communications on behalf of the executive
Coordinate meetings, conference calls, and virtual events
Maintain confidential files, records, and executive documentation
Track deadlines, follow up on action items, and ensure timely completion of projects
Assist with expense reports, reimbursements, invoice processing, and other administrative functions
Serve as the primary liaison between the executive and internal teams, clients, vendors, and business partners
Coordinate special projects, research assignments, and operational initiatives

What we offer

Medical, vision, dental, and life and disability insurance
Company 401(k) plan

Executive Assistant

Executive Operations – CEO. At Findorff, we bring expertise and value in constru...

Location

United States , Madison

Salary:

Not provided

Findorff

Expiration Date

Until further notice

Requirements

Significant experience supporting senior executives with a proven ability to manage complex priorities, schedules, and workflows
Strong business acumen with the ability to anticipate needs, solve problems, and drive execution on high-impact initiatives
Exceptional communication skills, including the ability to synthesize information and influence stakeholders at all levels
Demonstrated success managing projects, coordinating across teams, and ensuring follow-through on priorities
Proactive, resourceful, and adaptable with a strong sense of ownership and accountability
Located in Madison, Wisconsin

Job Responsibility

Support Executive Leadership: Provide comprehensive administrative and operational support to the President & CEO, including managing complex calendars, travel, communications, and day-to-day priorities. Act as a key liaison between leadership and internal/external stakeholders
Drive Strategic Priorities & Execution: Partner with the CEO and Executive Team to advance strategic initiatives by coordinating projects, preparing materials, and ensuring alignment and follow-through on key decisions and outcomes
Optimize Meetings & Leadership Planning: Plan and manage leadership meetings, retreats, and strategic events—ensuring agendas are clear, discussions are productive, and actions are tracked to completion. Maximize executive time and decision-making effectiveness
Manage Internal and External Governance: Coordinate Executive Team, Senior Leadership Team, and Board-related activities including agendas, materials, meeting minutes, and action tracking. Maintain organized documentation and ensure alignment across leadership forums
Advance Communication & Executive Brand: Support internal and external communications, including messaging, presentations, and executive correspondence. Partner with Marketing to align CEO communications, speaking opportunities, and social presence
Strengthen Client & Community Engagement: Help build and maintain strong relationships with key clients and community partners. Support executive participation in events and engagement opportunities while representing Findorff with professionalism and purpose
Enhance Cross-Functional Collaboration: Work across departments to understand needs, remove obstacles, and ensure leadership priorities are executed effectively. Serve as a connector who drives alignment and keeps work moving forward

What we offer

Employee-owned (ESOP) structure
Flexible, people-first culture
Exposure to meaningful work on complex and high-profile construction projects
Stable, growing organization with strong reputation and long-term client relationships
Connected office environment
Competitive compensation
401(k) + contributions
Profit sharing
Generous PTO
Paid parental leave

Fulltime

Executive Assistant

The Executive Assistant provides proactive support to Talbots brand leadership w...

Location

United States , Hingham

Salary:

85000.00 - 90000.00 USD / Year

Ann Taylor

Expiration Date

Until further notice

Requirements

7+ years of progressive executive administrative experience supporting senior leadership, preferably within a large, complex, multi-business organization
Demonstrated success supporting multiple senior executives simultaneously preferred, each with distinct working styles, functional focus, and priorities
Experience within retail, consumer, or brand-driven organizations strongly preferred
familiarity with fast-paced, calendar-intensive environments
Exceptional organizational and prioritization skills, with the ability to manage ambiguity, frequent change, and competing deadlines without loss of quality
Ability to exercise independent judgment, anticipate issues, and proactively solve problems with minimal direction
Ability to understand enterprise-level priorities and functional interdependencies
Proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and executive-level calendar management
comfort producing polished presentations and executive materials
Outstanding written and verbal communication skills, including the ability to communicate effectively with senior leaders, boards, and external stakeholders

Job Responsibility

Serve as a trusted support partner for brand leadership, proactively managing priorities, anticipating needs, and identifying opportunities to streamline decision-making and execution
Provide end-to-end executive support across calendars, travel, communications, expenses, records management, and follow-ups, ensuring alignment with business priorities
Exercise strong judgment to prioritize time, meetings, and information flow, advising executives on scheduling tradeoffs and shifting priorities
Proactively manages complex travel planning for supported executives, and partners with other Executive Assistants to align on and adjust schedules, logistics, and itineraries
Own complex calendars across multiple executives and stakeholders
balance internal meetings, brand leadership sessions, Board-related activities, and external engagements
Actively partner with other Executive Assistants across brands and Shared Services to resolve conflicts, align leadership schedules, and finalize agendas
Prepare executive leaders for meetings through agenda development, briefing materials, pre-reads, and key talking points
Review and prioritize high-volume email and correspondence
draft responses as appropriate while maintaining executive voice and intent

What we offer

Merchandise discount at select KnitWell Group brands
Support for individual development plus opportunities for career mobility
Local volunteer opportunities, annual donation and volunteer match to eligible nonprofit organizations, and philanthropic activities
Medical, dental, vision insurance & 401(K)
Employee Assistance Program (EAP)
Paid time off & holidays

Fulltime

Executive Assistant

We are looking for an Executive Assistant to provide high-level administrative s...

Location

United States , West Windsor

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Demonstrated experience supporting senior executives or C-suite leaders in an administrative capacity
Strong background in calendar management with the ability to handle shifting priorities effectively
Proven ability to coordinate travel arrangements with accuracy and attention to detail
Experience preparing and entering expense reports using business systems or office tools
Strong communication skills and executive-level presentation suited to an executive-facing environment
Availability to work onsite on a part-time schedule from Monday through Friday with some flexibility in hours
Ability to maintain confidentiality and exercise discretion when handling sensitive information

Job Responsibility

Oversee complex executive calendars, prioritize appointments, and adjust schedules as business needs change
Arrange domestic and international travel plans, including transportation, lodging, and itinerary coordination
Prepare and submit expense documentation accurately and in a timely manner through company systems
Provide direct day-to-day administrative support to C-suite leaders, ensuring smooth coordination of meetings and commitments
Organize executive meetings by confirming logistics, managing scheduling details, and helping materials reach attendees on time
Maintain a detail-oriented approach in an onsite executive setting and support daily office coordination as needed

What we offer

Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance
Eligible to enroll in our company 401(k) plan
Free online training

Parttime

Executive Assistant

We are seeking candidates for an Executive Assistant position with a prestigious...

Location

United States , Boston

Salary:

27.00 - 33.00 USD / Hour

Daley and Associates

Expiration Date

Until further notice

Requirements

Bachelor's degree in Administration, Business, or related field (required).
1-2 years of administrative experience within a professional services environment.
Prior experience in the investment management industry is strongly preferred.
Exposure to global business contexts, whether through professional or personal experience, is highly valued.
Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
Exceptional attention to detail, a high standard of work quality, and a commitment to accuracy.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Proactive, solution-oriented mindset with the ability to anticipate needs and address challenges independently.
Demonstrated professionalism, reliability, discretion, and sound judgment.
Ability to remain flexible and composed in a fast-paced environment, including managing last-minute changes.

Job Responsibility

Provide proactive and efficient calendar management, ensuring optimal scheduling and time allocation via MS Outlook.
Coordinate complex domestic and international travel arrangements and detailed itineraries.
Manage end-to-end logistics for internal and external meetings across multiple stakeholders.
Prepare and produce high-quality, detail-oriented materials, including client reports, presentation decks, and meeting preparation packets.
Handle day-to-day administrative tasks, such as managing incoming mail, maintaining filing systems, and preparing expense reports.
Support various projects, including coordination of special events and hosting external visitors.
Cultivate and maintain strong, collaborative relationships with internal teams and external partners.
Perform additional administrative and project-related duties as assigned.

Fulltime

Executive Assistant

We are looking for an experienced Executive Assistant to support senior leadersh...

Location

United States , Chicago

Salary:

28.00 - 35.00 USD / Hour

Robert Half

Expiration Date

Until further notice

Requirements

At least 5 years of experience in an executive assistant or senior administrative support role
Strong background in calendar coordination, executive meeting support, and managing multiple priorities in a fast-paced Healthcare/Hospital setting
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, Medical Terminology understanding
Experience arranging travel and coordinating logistics for meetings, appointments, or executive events
Excellent written and verbal communication skills with the ability to interact professionally with leadership and board members
Demonstrated attention to detail when preparing documents, maintaining records, and handling confidential information
Ability to work independently, apply sound judgment, and follow organizational policies and procedures effectively

Job Responsibility

Manage front-office administrative operations, including reception support, mail distribution, supply and purchasing coordination, and upkeep of shared office areas and equipment
Screen incoming calls, route inquiries appropriately, and capture accurate messages for follow-up by leadership and departmental teams
Prepare, revise, and format executive correspondence, board materials, agendas, and other documents for senior leaders and trustees
Coordinate calendars for the President and senior stakeholders, arranging appointments, meetings, and invitations through Outlook
Organize Board of Trustees and committee meetings, including room scheduling, document distribution, minute-taking, catering requests, and audio/visual support
Administer business tools and records such as Zoom licensing, board document platforms, policy files, and contract databases for physician and vendor agreements
Process administrative compliance tasks, including timecard approvals, provider payroll support, lobbyist reporting, annual corporate filings, and license renewals with applicable agencies
Maintain recurring meeting schedules, update team agendas and huddle calendars, and manage conference room reservations for leadership meetings
Provide flexible administrative assistance to senior team members and contribute to committee-related assignments and other special projects as needed

What we offer

Medical
Vision
Dental
Life and disability insurance
401(k) plan

Fulltime

Executive Assistant

Location

Hungary , Budapest

Salary:

Not provided

Randstad

Expiration Date

August 31, 2026

Requirements

3+ years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leaders
Strong experience in complex calendar management, executive travel, and confidential information handling
Demonstrated ability to coordinate operational processes (e.g., fleet, facilities, or site services)
Excellent organizational, planning, and prioritization skills
Strong written and verbal communication skills in a professional business environment
Highly proficient English knowledge both verbal and written

Job Responsibility

Provide proactive and confidential administrative support to the GBS Site Leader, including calendar management, meeting coordination, travel arrangements, and expense administration
Prepare meeting materials, agendas, presentations, and briefing documents for internal and external engagements
Track follow-ups, actions, and commitments to ensure timely execution and closure
Act as a key point of contact between the Site Leader and internal/external stakeholders, ensuring effective communication flow
Support leadership governance activities, including leadership team meetings, town halls, and site management forums
Coordinate site leadership activities, including onboarding of leaders, visit logistics, and leadership events
Support site-level budget administration, purchase requests, invoicing, and coordination with Finance and Procurement
Ensure alignment with corporate policies, compliance requirements, and internal controls across administrative activities
Identify opportunities to improve administrative, executive support, and site coordination processes
Coordinate and administration of the company car fleet ordering process for the Budapest site

What we offer

Competitive salary
Hybrid and flexible working set up
Possible business trips abroad
Inclusive, supportive and dynamic organizational culture
Modern, dog-friendly and international office environment in the 11. district of Budapest
Company laptop and mobile
Professional development
1 year fixed-term contract with a possible extension

Fulltime

Executive Assistant

I'm partnering with the founder of a fast-growing, global business who is lookin...

Location

United Kingdom , Sheffield

Salary:

40000.00 - 45000.00 GBP / Year

Office Angels

Expiration Date

Until further notice

Requirements

Is highly organised and solution-focused
Thrives in a fast-paced, evolving environment
Is excited by the opportunity to build and shape a brand-new role

Job Responsibility

Managing complex international diaries
Inbox management and prioritisation
Creating high-quality presentation decks
Working on ad hoc projects
Acting as a right-hand support to the founder

Fulltime

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