Executive Assistant to CEO

Job Description

Austin Industries is one of the nation’s largest, most diversified U.S.-based construction companies. With more than 8,000 employee-owners, Austin Industries provides nearly every type of civil, commercial and industrial construction services through the expertise of our operating companies: Austin Bridge & Road, Austin Commercial and Austin Industrial. Austin Industries has an outstanding opportunity for an Executive Assistant to the CEO at our corporate headquarters in Dallas, Texas. The Executive Assistant to the CEO provides high-level support, fosters positive relationships with employee-owners, clients, and suppliers. This role also assists senior management departments.

FUNCTIONAL AREAS OF RESPONSIBILITY

• Scheduling appointments, meetings, travel arrangements, etc.

• Managing and maintaining the President/CEO’s schedule and calendar

• Assisting in the preparation of reports, manuals, plans, and budgets

• Processing mail, reading emails, and other correspondence

Responsibilities:

Executive Support:

• Provide high-level administrative support to the CEO as well as other senior leaders of the company.

• Support the CEO with logistics and preparation for high-level meetings (e.g., Board of Directors, Leadership Retreats, Key Managers), including compiling materials, coordinating venues, assisting with technology, and adjusting schedule as needed.

• Interface with key personnel throughout the company to maintain a congenial working relationship with employee-owners, outside clients, and suppliers.

• Open offices, prepare workstations, and review communications (emails, calls, calendars) daily to flag urgent items.

• Maintain executive calendar, schedule appointments for luncheons, meetings, etc. and screen all proposed meetings.

• Coordinate arrangements for company meetings including obtaining meeting space, notifying attendees, scheduling catering, etc.

• Conduct research to keep senior leaders of the company up to date on items pertinent to Austin Industries

• Screen visitors and callers to avoid unnecessary burdens on the CEO’s time

• Handle travel arrangements for the CEO. Contact travel agency, schedule flights, hotels and car rentals. Provide detailed itinerary for reference.

• Schedule the conference room for management courses; follow up to assure participant's attendance at scheduled seminars.

• Communicate regularly with executives, CFO admin, and Key Managers for PTO and Out of Office notification/planning if necessary.

• Serve as a contact/resource to provide information pertaining to various special events and employee-owner-related functions.

• Assist in the preparation of special projects, projects include power point presentations, departmental budgets, manuals, or classroom materials

Office & Operations:

• Liaise with Operations, People Dept., Legal, and IT to support planning, initiatives, and communication.

• Maintain shared folders and manage document filing, distribution, and security.

• Oversee the boardroom and copy room to ensure proper functionality.

• Manage office supplies (letterhead, envelopes, etc.) and breakroom supplies. Event Management:

• Serve as the point of contact for internal and external stakeholders, managing access to the CEO.

• Schedule and coordinate meetings, luncheons, and special events, including logistics and catering. General Support:

• Serve in an "as needed" capacity as back-up to other departments.

• Engage in ongoing professional development to stray current with business tools and practices.

• Perform other duties as assigned. Qualifications:

• Seeking at least five years’ comparable executive support experience

• Background should include preparation of spreadsheets, graphs and charts, desktop publishing, and presentation materials

• Expertise in the Microsoft Office Suite, excellent verbal and written skills, and strong organizational skills

• Professional, upbeat, energetic, takes initiative, dependable, and takes pride in work

• Must be extremely efficient, organized and resourceful

• Ability to work overtime as needed

We offer excellent benefits including medical, dental, life and disability insurance, and a matching 401K plan. We are proud to be a 100% Employee Owned Company (ESOP)! To learn more about Austin, please go to https://www.austin-ind.com/our-company/who-we-are. An equal employment opportunity employer Austin ("The Company") is an equal employment opportunity employer. The Company's policy prohibits discrimination against any applicant or employee based on race, color, sex, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. The Company also prohibits harassment of applicants or employees based on any of these protected categories. It is also the Company's policy to comply with all federal, state and local laws respecting consideration of unemployment status in making hiring decisions. Become an owner Unlike other companies that may be privately or publicly held, Austin is 100% owned by our employees. It's a source of pride for everyone one of our 8,000+ employee-owners that we have vested interest in the day-to-day success of our company. We share Austin's growth and profitability, and are accountable to ourselves for doing everything it takes to serve our customers with excellence and to make Austin the best it can be. After all, We Own It. Learn more at www.austin-ind.com. About Austin Industries Austin Industries and its operating companies engage in almost every type of civil, commercial and industrial construction. Austin is owned entirely by its employees through its Employee Stock Ownership Plan (ESOP). Austin Industries has a rich history. We are one of the largest and most diversified construction firms in the nation. Austin stands on the core values of Uncompromising Integrity, Employee-ownership, Exemplary Service and Excellence in Safety. To learn more about our history, culture and operations, visit us at www.austin-ind.com.