Senior Administrative Assistant

Job Title: Senior Executive Assistant

Location: Austin, TX 
Department: Oracle NetSuite, North America Consulting
Reports To: Group Vice President (GVP)
Employment Type: Full-time

 

Job Overview:

We are seeking a highly accountable and tech-savvy Senior Executive Assistant to provide high-level support to our Group Vice President (GVP) and his four (4) Industry Vice Presidents. The ideal candidate will be organized, resourceful, creative, and able to thrive in a fast-paced, high-demand environment. This role requires someone with a strong sense of urgency, accountability, and the ability to anticipate needs before they arise. You will play a critical role in ensuring the GVP and his directs operate efficiently, with seamless communication and support across multiple time zones and business units.

 

Key Responsibilities:

• Administrative Support: Provide full administrative support, including calendar management, travel arrangements (domestic and international), meeting coordination, and expense management for five (5) executives.
• Tech Savvy Support: Leverage modern technology and software to communicate with Executives and to plan and facilitate large online meetings. Utilize chat and web conferencing tools, such as Slack and Zoom. 
• Meeting Preparation & Documentation: Prepare agendas, assist in content development (i.e., MS PowerPoint), and support large leadership meetings. Take detailed meeting notes and ensure timely follow-up on action items.
• Onsite Support – Work from the office 2-3 days per week. Support local office events, initiatives, and activities.
• Event Planning and Coordination: Plan several annual events, including negotiation and contracting of meeting space, travel itineraries, accommodations, logistics, and catering.
• Project Management: Assist in managing key projects, tracking timelines, deliverables, and ensuring effective communication across stakeholders. Drive follow-up on action items and monitor progress.
• Communication and Liaison: Act as a point of contact between supported executives and internal/external stakeholders. Handle communications with professionalism and diplomacy, maintaining confidentiality and managing sensitive information.
• Resource Management: Assist in budgeting, expense management, and procurement of office supplies. Monitor and track expenditures, ensuring compliance with company policies.

 

Qualifications:

• Experience: Minimum of 3-5 years of relevant experience supporting executives and/or coordinating critical events or projects in a fast-paced, global environment.
• Sense of Urgency: Demonstrated ability to manage multiple tasks simultaneously, prioritize effectively, and respond to high-pressure situations with speed and precision.
• Accountability: Highly organized with a strong sense of ownership and accountability. Able to manage deadlines and ensure deliverables are met.
• Tech Savvy: Proficient in Microsoft Office Suite, including MS PowerPoint, and video conferencing platforms. Ability to quickly learn new tools and technologies.
• Creativity: Strong problem-solving skills with a creative mindset to find innovative solutions to complex challenges.
• Communication: Exceptional written and verbal communication skills, with the ability to engage professionally across all levels of the organization. 
• Confidentiality: Proven ability to handle sensitive and confidential information with the utmost discretion and professionalism.
• Adaptability: Flexible and resilient, capable of adjusting to shifting priorities and an ever-evolving workload in a dynamic global organization.

 

 

Preferred Qualifications:

• Consulting Experience: Experience working in a professional services environment.
• Global Experience: Comfortable working across different time zones and managing international communications and travel arrangements.
• Bachelor’s degree: Preferably in Business, Communication