Administrative Assistant

About the role

The Administrative Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and the broader leadership team at TeleMed2U. This role is responsible for managing complex schedules, coordinating executive communications and meetings, supporting key projects, and ensuring the executive team can operate efficiently and effectively. This position is in office opportunity.  

What you'll do

Executive Support to CEO & Leadership Team

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Support the broader leadership team (e.g., C-Suite, Vice Presidents, and key Directors) with scheduling, meeting logistics, document preparation, and other administrative needs as requested.
• Act as a central coordination hub to align executive calendars, prioritize requests, and reduce scheduling conflicts across the leadership team.
• Anticipate executive needs, proactively identify potential issues, and propose solutions to keep priorities on track.

Calendar, Meeting & Communication Management

• Manage complex, dynamic calendars for the CEO and leadership team, prioritizing meetings based on strategic importance and time sensitivity.
• Schedule and coordinate internal and external meetings, including recurring check-ins, leadership huddles, client meetings, Board-related calls, and cross-functional sessions.
• Prepare and distribute meeting agendas, materials, and pre-reads; ensure participants have the information needed for effective discussions.
• Take meeting notes as requested, capture action items, and follow up to ensure completion and accountability.
• Draft, edit, and proofread executive correspondence, presentations, and other documents with a high degree of professionalism and accuracy.

Executive Projects & Operational Support

• Support special projects for the CEO and leadership team, including preparation of presentations, reports, and summaries.
• Assist with planning, coordination, and booking of leadership offsites, town hall meetings, and other key company events (virtual and/or in-person).
• Help track key deadlines and deliverables related to strategic initiatives, ensuring reminders and follow-ups are handled promptly.
• Maintain organized digital filing systems and shared resources for executive documents, presentations, and reference materials.

Stakeholder & Relationship Management

• Serve as a professional and courteous point of contact for internal and external stakeholders seeking time or information from the CEO and leadership team.
• Use discretion and judgment to prioritize and route inquiries, ensuring appropriate access while protecting executive time and focus.
• Build positive working relationships across departments to facilitate communication and coordination on behalf of the leadership team.

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration, Communications, Management, or a related field; other degrees considered with a minimum of 2 years of relevant executive or administrative support experience.
• 3+ years of experience supporting senior leaders or executives in an administrative or executive assistant role.
• Experience supporting multiple leaders concurrently.
• Experience in a fast-paced, growing organization.

Skills & Competencies

• Able to work in office in Austin, TX
• Exceptional organizational and time management skills, with the ability to manage multiple priorities, deadlines, and stakeholders.
• Strong written and verbal communication skills, including proofreading and document preparation.
• High level of discretion and integrity when handling confidential and sensitive information.
• Proficiency with Microsoft Office or Google Workspace and virtual meeting platforms.
• Strong attention to detail and accuracy in all work products.
• Proven ability to work independently with minimal supervision and to exercise sound judgment in a remote environment.
• Professional, courteous, and adaptable, with strong interpersonal skills and a service-oriented mindset.

Benefits/Compensation

• Medical, dental, and vision insurance
• 401(k) retirement plan with employer matching
• Paid time off (PTO)
• Paid holidays
• Salary Range: $60,000 - $70,000