Senior Executive Assistant I

Описание вакансии

ICON is seeking an experienced Senior Executive Assistant to provide administrative and operational support to the office of the assigned executive. This role requires a highly organized, proactive professional who can manage multiple priorities while maintaining exceptional attention to detail and discretion.

The Senior Executive Assistant will play a critical role in ensuring the executives day-to-day operations run smoothly by managing schedules, coordinating communications, organizing meetings and events, and supporting both professional and personal responsibilities. This is a full-time, on-site role based at ICON’s headquarters in Austin, TX.

RESPONSIBILITIES

• Manage the executives calendar, ensuring meetings, appointments, and commitments are accurately scheduled and regularly reviewed.
• Coordinate meetings across internal and external stakeholders, including scheduling, reminders, and logistics such as room setup and catering when required.
• Assist with email management, drafting responses, and ensuring timely communication.
• Coordinate travel arrangements including booking transportation, lodging, and itineraries.
• Maintain strict confidentiality and discretion with sensitive information and documents.
• Prepare meeting agendas and assist in organizing materials for internal and external meetings.
• Take organized notes during meetings when requested and distribute follow-ups as needed.
• Support internal and external communications by drafting emails, memos, and other correspondence on behalf of the executive.
• Prepare meeting spaces by arranging equipment, materials, or supplies required for corporate or personal meetings.
• Manage expense tracking and reimbursement submissions.
• Organize files and maintain documentation systems for easy retrieval.
• Coordinate corporate and personal events, including vendor management and logistics from planning through execution.
• Assist with personal scheduling and responsibilities when needed
• Partner with internal teams to ensure seamless communication of schedules, travel plans, and events.
• Support special projects, office operations, and corporate initiatives as required.
• Respond promptly to calls, messages, and urgent requests.

MINIMUM QUALIFICATIONS

• 7+ years of experience as an Administrative Assistant or Executive Assistant in a fast-paced or high-growth environment.
• Proven ability to execute with consistency, reliability, and attention to detail.
• Exceptional organizational and time management skills with the ability to prioritize multiple tasks.
• Strong written and verbal communication skills.
• Experience managing complex calendars and scheduling using iCal, Google Calendar, or similar tools.
• Proficiency with Microsoft Office, Google business apps and Mac-based productivity tools.
• Strong interpersonal skills and the ability to build effective working relationships across teams.
• Ability to work independently while maintaining strong judgment and discretion when handling confidential information.
• Comfort working in a dynamic, fast-paced environment with shifting priorities.

PREFERRED SKILLS & EXPERIENCE

• Experience supporting executives in technology or engineering-driven organizations.
• Experience working within both private and public company environments.

ICON is an equal opportunity employer committed to fostering an innovative, inclusive, diverse and discrimination-free work environment. Employment with ICON is based on merit, competence, and qualifications. It is our policy to administer all personnel actions, including recruiting, hiring, training, and promoting employees, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability, marital status, veteran status, or any other legally protected classification in accordance with applicable federal and state laws. Consistent with the obligations of these laws, ICON will make reasonable accommodations for qualified individuals with disabilities.

Furthermore, as a federal government contractor, the Company maintains an affirmative action program which furthers its commitment and complies with recordkeeping and reporting requirements under certain federal civil rights laws and regulations, including Executive Order 11246, Section 503 of the Rehabilitation Act of 1973 (as amended) and the Vietnam Era Veterans' Readjustment Assistance Act of 1974 (as amended).

Headhunters and recruitment agencies may not submit candidates through this application. ICON does not accept unsolicited headhunter and agency submissions for candidates and will not pay fees to any third-party agency without a prior agreement with ICON.

As part of our compliance with these obligations, the Company invites you to voluntarily self-identify as set forth below. Provision of such information is entirely voluntary and a decision to provide or not provide such information will not have any effect on your employment or subject you to any adverse treatment. Any and all information provided will be considered confidential, will be kept separate from your application and/or personnel file, and will only be used in accordance with applicable laws, orders and regulations, including those that require the information to be summarized and reported to the federal government for civil rights enforcement purposes.

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