Executive Assistant

Hi, We’re AffiniPay! 

AffiniPay is a leading fintech company, based out of Austin, Texas. As the market leader in professional services payments and practice management software, AffiniPay’s tech products serve legal, accounting, architectural, engineering and construction firms. AffiniPay has been recognized as one of Inc. 5000’s fastest growing companies in the U.S. for 13 years in a row, and as a result, our teams continue to grow as well! 

AffiniPay’s Executive Assistant will fill a meaningful role supporting the successful operations of the Executive Leadership Team. The Executive Assistant will manage business priorities and provide high-level administrative support to multiple members of our Executive Leadership team, including but not limited to research, schedule/meeting/event/travel coordination, and various levels of documentation. The ideal candidate is an extremely detailed person with the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Through exceptional project management and logistical support, the Executive Assistant will increase organizational efficiency while ensuring strategic initiatives and projects are diligently monitored and completed.

What You'll Do

• Work cross-functionally with the Executive Assistant Team and the Executive Leadership Team actively supporting project management of organizational priorities and initiatives as defined by ELT. 
• Conserve the ELT’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Maintain various executive appointments by planning and scheduling meetings, conferences, offsites, team-based programmatic events, teleconferences, and travel for the ELT alongside the EA team.
• Provides an exceptional experience for ELT during offsites by preparing first-class accommodations and a welcoming environment for guests either in person or virtually.
• Maintains customer confidence and protects operations by keeping information confidential.
• Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
• Prepares and submits executive team expense reimbursement forms.
• Manage selected organization-wide meetings and events, including sending calendar invites and reminders, preparing slide decks and agendas, taking notes and documenting action steps, and following-up with involved parties to ensure projects are moving forward and meeting deadlines.
• Providing support at external and internal events, as needed.

About You

• Bachelor’s degree preferred or equivalent amount of experience
• 4+ years of Executive Admin experience in a fast-paced, dynamic environment
• Considered to have a very high level of emotional intelligence with strong interpersonal skills and the ability to build relationships with key stakeholders
• Comfortable working in a highly collaborative environment and able to navigate ambiguity
• Experience juggling competing demands and prioritizing without sacrificing quality
• Extremely detail-oriented with a tendency to notice errors that others might overlook and fixing them
• Prior experience creating and preparing board decks and is considered an expert level with powerpoint
• Experience managing multiple schedules and calendars for executive team members including booking and managing travel logistics
• Computer software skills (Microsoft Office and Google Gmail, Slides, Docs and Sheets)
• Ability to work in the Austin-based office 5 days a week and available to work outside of working hours as needed
• Ability to  manage up and communicate with discretion and judgment on behalf of the Executive Leadership Team while maintaining confidential and sensitive information
• Ability to quickly learn and adopt new technologies and be flexible
• Ability to travel occasionally as needed

Our Story

Founded in 2005, AffiniPay’s mission is to build technology products that helps professionals focus on the work they love. As the leader in the professional payments industry, AffiniPay’s products serve legal, accounting, architectural, engineering and construction firms. Our portfolio of software solutions include MyCase (Legal Practice Management Software), CASEpeer (Practice Management for Personal Injury Firms), and Docketwise (Immigration & Case Management Software). Our portfolio of payment solutions include LawPay (Legal), AffiniPay for Associations (Associations), CPACharge (Accounting Professionals), and ClientPay (Architect, Engineer, and Construction). AffiniPay’s products serve o