Senior Executive Assistant I

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.