Administrative Assistant

A well-established investment management firm needs an experienced right-hand administrator to step in and keep things running for their Wealth Management group in Austin. You'd be supporting a six-person team of client-facing professionals, some of whom are based remotely around the country, so you'll need to be comfortable staying connected and building rapport without always being in the same room.

We're looking for someone with a genuinely strong administrative background — the kind of person who's supported senior teams at a large, fast-paced organization and knows how to make themselves indispensable. If you're the person colleagues come to because they know you'll figure it out, this is your kind of role.

Location: Austin, TX (downtown area) — mostly in-office, with one remote day per week

Hours: 7:00 AM – 4:00 PM

Contract Length: ASAP through early November, (though timing could shift)

Responsibilities:

• Manage and prioritize calendars for multiple team members, adjusting on the fly as things shift
• Serve as a key point of contact for calls, emails, and general correspondence
• Coordinate meeting logistics — booking rooms, arranging catering and A/V, and handling setup for both internal and client-facing sessions
• Book and manage domestic travel, including flights, hotels, and ground transportation
• Prepare and submit expense reports accurately and on time
• Support planning for client-facing events such as roadshows, board meetings, and department offsites
• Coordinate client anniversary gifts and keep CRM records current for compliance tracking
• Provide backup coverage for other administrative team members as needed
• Help organize larger team events, all-hands meetings, and social gatherings
• Assist with onboarding logistics for new hires and consultants (seating, equipment, access, etc.)

Requirements:

• 5 years of experience supporting senior executives or leadership teams in an administrative role
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Familiarity with tools like Concur, Navan, Slack, Zoom, or Box is a plus
• Strong organizational skills with the ability to reprioritize quickly under changing demands
• Excellent written and verbal communication, including polished phone etiquette
• High level of discretion when handling confidential information
• Sound judgment and comfort navigating ambiguous situations independently
• A collaborative, team-first mindset and willingness to pitch in where needed

Given the immediate start date, we're moving quickly on this one — apply soon to be considered.

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