Address
Form of workAvantGarde, LLC (AG) seeks to engage a senior level Executive Assistant (EA) to provide a wide array of senior level administrative support to the CEO by managing and handling all care and duties associated such as: calendar management and scheduling, public invitations to meet or speak as well as all event support on site (some travel required), composing correspondence, and fielding emails from two email platforms and telephone and public inquiries regarding AG’s staff and services, utilizes Monday.com for supporting social media posting and responses for public image and responses. The EA also supports the CEO with activities and tasks around her author/thought leader role. The EA supports the CEO integration of all scheduling and activities associated with her entrepreneurial, philanthropy and thought leader life. Also serves as a personal assistant with at home support as needed.
Support is on site between multiple locations (CEO home in 78633, AG office in 78628 and other locations based on events).. remote support can be accommodated from time to time based on schedule and CEO events.
The WORK
- Manage the CEO’s day to day schedule and calendar in Outlook (Including her speaker/author/thought leaders schedule).
- Prepare expense reports and develop special documents.
- Supports lead project manager with events and or activities surrounding the CEO.
- Plan and conduct research for practice-wide initiatives.
- Manage logistics for CEO project briefings for all AGs executive and management team.
- Handle special projects as requested by the CEO.
- Serve as liaison for the CEO to external groups and clients to provide background information.
- Handle special errands for the CEO and serve as her personal assistant with at home needs.
- Manage logistical details of all events and attend to support set up/tear down of book table. Also attends special events for the CEO located in the broader Austin, Texas practice area. To see full context of prior events visit www.rebeccacontreras.com
- Coordinate activities in Software platform Monday.com for corporate, marketing, social, and special events, including creating and managing invitation lists and online invitations and RSVPs, scheduling venues, ordering gifts, arranging decorations and catering and staffing events onsite (work is in conjunction with lead project manager)
- Maintain receipts and matrix documents for personal folders for ALL expenses for CEO across multiple entities for quarterly or end of year tax planning. (Works with senior CPA for hand off of folders). Creates special documents and reports for the CPA as needed.
- Must be able to travel as needed with CEO (travel outside of TX is limited about to 2x a year, inside Texas 4-6 x per year)
- Perform other specialist projects and office administration tasks.
