Executive Assistant

We are a leading event rental company with locations in Austin, Houston and Dallas, providing innovative solutions and high-quality rentals for events of all sizes. Our team is dedicated to creating exceptional experiences for our clients. We are seeking a highly organized and proactive Executive Assistant to support our CEO and leadership team. In this pivotal role, you will streamline operations, ensure seamless communication, and contribute to the strategic growth of the company. The ideal candidate is resourceful, detail-oriented, and passionate about delivering excellence in a dynamic, fast-paced environment.

Key Responsibilities

Executive Support

• Act as the primary administrative support for the executive team, ensuring their time is managed effectively.
• Handle high-volume email correspondence, prioritize urgent matters, and draft professional responses as needed.
• Prepare presentations, proposals, and reports tailored to the event rental industry.

Calendar & Meeting Management

• Coordinate and manage complex schedules, including meetings with clients, vendors, and internal teams.
• Organize weekly operational and strategic meetings, prepare agendas, and track key deliverables.
• Take meeting minutes, follow up on action items, and communicate outcomes to stakeholders.

Event Coordination Support

• Assist in the planning and coordination of major events, client walkthroughs, and site visits.
• Communicate with rental clients and vendors to confirm schedules, contracts, and service details.
• Track deadlines for events and rental orders to ensure operational efficiency.

Travel & Expense Management

• Arrange travel plans, itineraries, and accommodations for executives attending client meetings or events.
• Reconcile expense reports and manage budgets related to executive and event travel.

Personal Support for the CEO

• Assist with personal tasks for the CEO, including scheduling maintenance contractors for the home, managing household projects, and purchasing items as needed.
• Coordinate with service providers for household needs, ensuring timely and quality completion of tasks.
• Maintain a detailed list of home-related schedules and requirements to ensure smooth operations.

Financial and Collaborative Support

• Prepare monthly financial KPI statements and give support to the accounting team.
• Partner with team members in other business functions to establish the best possible solutions.

Project Management

• Support the execution of special projects, such as new product launches or vendor partnerships.
• Research trends and best practices in the event rental industry to provide strategic insights to executives.
• Monitor project timelines and provide regular updates to the executive team.

Communication & Relationship Building

• Serve as a key point of contact between the executive team and clients, partners, and internal staff.
• Build and maintain positive relationships with stakeholders in the event industry.
• Represent the executive team with professionalism in all communications and interactions.

Operational & Administrative Support

• Maintain and organize key documents, contracts, and records related to event rentals.
• Oversee inventory and supplies required for executive operations or events.
• Coordinate with the warehouse and logistics teams to ensure smooth delivery of rental items.

Key Qualifications

• Education & Experience: Bachelor’s degree or equivalent experience preferred. A minimum of 3–5 years in an Executive Assistant role, preferably in the events or hospitality industry.
• Event Industry Knowledge: Familiarity with event planning, rental operations, and vendor management is a strong plus.
• Technical Skills: Proficiency in Microsoft Office Suite (Excel, PowerPoint) and Google Workspace (Docs, Sheets). Experience with scheduling tools (e.g., Calendly, Google Calendar) and event software like GoHighLevel or CRM platforms is a plus.
• Communication: Exceptional written and verbal communication skills.
• Organization: Strong multitasking and time-management abilities.
• Professionalism: Ability to handle confidential information and represent the company with poise.
• Problem-Solving: A proactive, solution-oriented mindset.

Expectations for Success

• Attention to Detail: Ensure all events, schedules, and projects are executed flawlessly with a keen eye for detail.
• Proactive Anticipation: Anticipate the needs of the executive team, providing solutions to challenges before they arise.
• Client-Centric Focus: Build strong, lasting relationships with clients and partners, maintaining a high level of responsiveness and professionalism.
• Flexibility & Agility: Adapt quickly to changing priorities, especially during high-demand periods, while maintaining composure and effectiveness.
• Innovation & Industry Insight: Stay informed about event rental trends, providing valuable insights that enhance our offerings and service delivery.

Work Environment

• This position is office-based but may require occasional travel to event sites or client meetings.
• Flexibility to work outside of standard business hours during high-demand periods is required.

Compensation

• Competitive salary based on experience.