What are the responsibilities and job description for the Executive Assistant/Administrative Assistant position at VDart, Inc.?
Job Title: Executive Assistant
Location: Austin, TX (Onsite 5 Days/Week)
Job Type: Contract
Job Description
We are seeking an experienced and highly organized Executive Assistant to support senior leadership in a fast-paced, complex, and global environment. This role requires exceptional communication, strong interpersonal skills, and the ability to manage shifting priorities with professionalism and efficiency.
The ideal candidate will be proactive, detail-oriented, and capable of handling confidential information with discretion. This role also includes serving as a backup to another Executive Assistant to ensure seamless operational continuity.
Key Responsibilities
- Provide high-level administrative and executive support to senior leadership
- Manage complex and frequently changing calendars across multiple time zones
- Anticipate business needs and proactively adjust schedules, meetings, and logistics
- Serve as backup support to an Executive Assistant during absences or peak workloads
- Coordinate meetings, prepare agendas, document notes, and track follow-ups
- Arrange domestic and international travel, including itineraries and accommodations
- Prepare, submit, and track expense reports ensuring accuracy and policy compliance
- Handle sensitive and confidential information with a high level of discretion
- Build strong relationships with executives, stakeholders, and cross-functional teams
- Support internal communications, special projects, and ad hoc administrative tasks
Required Qualifications
- Proven experience as an Administrative Assistant or Executive Assistant in a fast-paced, global, or matrixed environment
- Ability and willingness to work onsite (5 days/week) in Austin, TX
- Excellent written and verbal communication skills
- Strong interpersonal and stakeholder management skills
- Ability to manage changing priorities, tight deadlines, and multiple tasks simultaneously
- High attention to detail, organization, and problem-solving abilities
- Ability to work independently with strong judgment and discretion
Technical Skills
- Advanced proficiency in Microsoft Office Suite: Outlook, Teams, Word, Excel, PowerPoint
- Experience with Microsoft Copilot or other AI productivity tools is a plus
Preferred Qualifications
- Experience supporting senior executives in large enterprise environments
- Experience working in global teams across multiple time zones
- Familiarity with expense management and travel coordination tools