Executive Assistant

This is a Full Time Job

Company Overview : SXSW is a dynamic and innovative event planning company that specializes in creating unforgettable experiences for attendees across a wide range of industries. With a passion for detail and a commitment to excellence, we pride ourselves on delivering a seamless event that leaves a lasting impact.

Position Overview: We are seeking a highly organized and proactive Executive Assistant to join our SXSW team.. In this role, you will provide comprehensive administrative support to our officers in the Executive team who are responsible for orchestrating the intricate details of SXSW. Your ability to multitask, communicate effectively, and anticipate needs will contribute to the success of our events and the overall growth of our company.

Key Responsibilities:
• Maintain a detailed calendar of events, meetings, and deadlines, ensuring optimal time management and resource allocation.
• Act as a liaison between Executive Leaders and internal departments, external vendors, and clients, maintaining clear and timely communication.
• Prepare and distribute event-related documentation, including itineraries, schedules, and materials, ensuring all stakeholders are well-informed.
• Coordinate travel arrangements and accommodations for Executives.
• Prepare and review expense reports, invoices, and budget documentation, ensuring accuracy and adherence to financial guidelines.
• Maintain and update databases and spreadsheets containing event-related information, ensuring accuracy and accessibility for the logistics team.
• Assist in drafting and proofreading event-related correspondence, reports, and presentations for internal and external distribution.
• Coordinate internal meetings and conference calls for the Logistics team, including scheduling, agenda preparation, and minute-taking.
• Handle incoming communications, including phone calls and emails, routing them to the appropriate team members and responding when necessary.
• Help in creating and distributing post-event surveys and gather feedback from clients and attendees for continuous improvement.
• Assist in compiling post-event reports and summaries, detailing key metrics, successes, and areas for enhancement.
• Coordinate Executive calendars and availability for staff, client, and vendor meetings, ensuring efficient scheduling.
• Manage document filing, storage, and archiving systems, both electronically and physically, to ensure organized and accessible records

Qualifications

Qualifications:
• Proven experience as an executive assistant or administrative role, preferably within the event planning, hospitality, or logistics industry.
• Excellent organizational skills with a keen eye for detail and the ability to manage multiple tasks simultaneously.
• Strong written and verbal communication skills to effectively interact with diverse stakeholders.
• Proficiency in using productivity tools such as Microsoft Office Suite and project management software.
• Exceptional problem-solving abilities and a proactive approach to addressing challenges.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and work in a fast-paced, dynamic environment.
• A positive attitude, strong work ethic, and a genuine interest in contributing to the success of our events.

Education:

Bachelor's degree in business administration, hospitality, event management, or a related field preferred.