Executive Assistant - Ceo/Coo (Nw Austin)

Feb. 20, 2012

Austin, TX

Confidential

Provide executive assistance for the CEO and COO by answering phones, receiving visitors, preparing correspondence, arranging conference calls, scheduling meetings, and managing executives' travel. Provide high-level administrative support by handling invoices, reports, memos, and letters, using word processing, spreadsheet, database, or presentation software. Manage investor relations and record keeping. Plan, organize and manage major events such as annual conventions, leadership summits, incentive trips and award fly-in trips.

Duties

A. Executive Assistant

Manage and maintain appointment schedules and calendars for the CEO and COO;

Prepare reports, memos, letters, expense reports and other documents for the CEO and COO, using word processing, spreadsheet, database, or presentation software;

Manage reporting process for management and compliance reports;

Schedule management meetings and act as meeting secretary

Record and file management meeting minutes

Record and manage Board Books

B. Investor Relations

Communicate with investors in support of CEO

Manage the capital fundraising process for documentation and follow up

Manage shareholders records

C. Human Resources

Manage weekly payroll processing

Track vacation and sick time for employees

Track Performance Plan results and bonus calculations

File and manage performance planning documentation

D. Event Planning and Management

Negotiate contracts with hotels and consultants

Create budgets

Manage hotel relationship and contract

Create awards, badges, handouts and gift packages

Support development of qualifications and rules

Manage staff onsite

Coordinate registration process and manage registration desk onsite