Executive Assistant

The Austin Convention & Visitors Bureau is charged with marketing Austin nationally and internationally as a premier business and leisure destination, thus enriching our community's overall quality of life.

ACVB has an immediate opening for an Executive Assistant to the President/CEO. This full time, exempt and salaried position works in partnership with the President/CEO and the Leadership Team; and maintains all documents and communication in the Executive Office with a high level of confidentiality.

Summary of position and duties:

  • Principal contact to President/CEO.
  • Maintain President/CEO’s appointment calendar and contacts files.
  • Maintain all documents and communication in the Executive Office with a high level of confidentiality.
  • Coordinate President/CEO’s travel and other logistical arrangements.
  • Act as liaison between staff/management/outside constituents and city council staff.
  • Relieve President/CEO of routine matters.
  • Compose/prepare correspondence and reports.
  • Organize and coordinate arrangements for meetings and special events including contacting participants, assisting President/CEO in preparing agenda; reserve meeting rooms and secure accommodations; and organize handouts.
  • Record, transcribe, and distribute various meeting minutes.
  • Maintain contact directory.
  • Sort, prioritize, and route incoming mail.
  • Respond to staff and client inquiries.
  • Conduct research and prepare basic information.
  • Respond to problems or complaints.
  • Receive invoices for executive department and prepare check requests and/or POs for submission to finance department.
  • Assist CEO with time-off requests from executive staff.
  • Prepare CEO’s expenses reports and ensure that recurring expenses are reported.
  • Maintain files for executive office.
  • Maintain VIP promotional items/gifts.

Support to Sr. Vice President:

  • As needed.

Responsibility to Board:

  • Liaison between President/CEO, Board members and Executive Committee.
  • Coordinate and handle all meeting arrangements for Executive Committee, Board of Directors meetings, new board orientation and various board committee meetings.
  • Record, transcribe and distribute meetings minutes.
  • Maintain Board files, including Board of Director tenure records.
  • Respond to Board inquiries.
  • Prepare and disseminate post-Board correspondence.
  • Prepare annual meeting schedule for Board and Executive Committee meetings and secure locations.

Key Qualifications and Skill Requirements:

  • 5+ years’ executive-level admin experience; extensive knowledge of office operations.
  • Working knowledge of (and proficiency with) computers, word processing and spreadsheet software, especially Microsoft Suite as well as standard office equipment.
  • Excellent oral/written communication and interpersonal skills
  • Problem-solving and organizational skills 
  • Experience working with Boards
  • Ability to work independently, prioritize work, understand and follow complex oral and written instructions, keep complex records, prepare reports, and represent supervisor in a professional manner.

Excellent benefits; equal opportunity employer.  Salary commensurate with experience.

Interested qualified individuals should submit a cover letter and resume with “Executive Assistant” in the subject line, no later than December 9, 2016.