Executive Assistant to the CTO

ICON is looking for an experienced Executive Assistant to provide personalized support in a well-organized and timely manner to the office of the CTO. In this role, your day to day will involve supporting the CTO in a variety of tasks to support organization and efficiency while driving ICON’s mission and values forward. This role reports to ICONs CTO and is based at our Austin, TX campus. 

RESPONSIBILITIES:

• Oversee calendars and schedules for the CTO, communicating regularly to review schedules to ensure all meetings and appointments are captured and accurate.
• Partner with the internal teams to schedule appointments and book travel arrangements.
• Maintain a high level of confidentiality and discretion regarding all matters and documents.
• Assist with the management of email for the CTO.
• Organize  meetings; including scheduling, sending reminders, and organizing catering when necessary.
• Assist CTO in creating and communicating meeting agendas.
• Assist CTO with internal and external communication to distribute information related to meetings and/or coordinate preparation documents, set up for personal and business meetings.
• Proactively work with related teams to communicate schedules, travel and events as needed.

• Manage and schedule responsibilities as needed such as special corporate projects, corporate sponsored events, corporate maintenance and other office needs.
• Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf.
• Take comprehensive organized notes for meetings when requested.
• Prepare for corporate, personal or other meetings by ordering and setting up equipment and or supplies as needed.
• Act as lead in organizing personal and corporate events/meetings such as managing vendors and being the point of contact for all matters from start to finish.
• Promptly answer calls and respond to messages.
• Manage all expenses and expense reimbursements.
• Maintain appropriate files so they are available and organized if requested.

MINIMUM QUALIFICATIONS

• 5+ years' experience as an administrative/executive assistant for a high-growth company.
• A proven ability to execute with consistent delivery.
• Superb organizational skills and attention to detail.
• Excellent prioritization skills and efficient multi-tasking.
• Intermediate user experience with ical and Google calendars and Office for Microsoft and Mac.
• A strong ability to build working relationships with co-workers and facilitate the distribution of necessary information. 
• A growth mindset: desire to learn, grow and embrace new ideas.
• Ability to work autonomously on assignments and handle sensitive and confidential information with integrity, discretion and utmost secrecy.
• Must have the ability to thrive in a fast paced rapidly changing environment.

PREFERRED SKILLS AND EXPERIENCE

• Preference for experience with technology sectors.
• Preference for experience with both public and private companies.