Executive Assistant

Do work that matters. 

At AlertMedia, everything we do supports our mission: To save lives and minimize loss by identifying active threats globally and facilitating timely communications when an emergency threatens personal safety and business continuity.   

Our values, which reflect our view on what’s important and what’s right include: We’re humans not robots, Customers always come first, We work better together, Simplicity is our strength, Our reputation is priceless, Hard work pays off.  

As one of the fastest growing software companies in the nation, we’re focused on finding the best talent and building the best team to continue accelerating our rapid growth to keep up with our demand! 

AlertMedia is looking for an energetic Executive Assistant to support two members of our executive team with day-to-day administrative functions and execution. The ideal candidate will be motivated, trustworthy, professional, personable, and resourceful with a jack-of-all-trades mindset.  

Who you are: 

You are highly organized and resourceful. You embrace a challenge and are known for your ability to prioritize and handle multiple requests at once. You have a passion for helping people and are always willing to go the extra mile. You love working for a company that will recognize you for your talents while supporting and driving culture.

Calendar and Schedule Management: 

• Manage and optimize the complex calendars of senior executives, scheduling meetings, travel, calls, and events 
• Coordinate with internal and external stakeholders to arrange meetings 
• Proactively communicate with executives on schedule preferences, boundaries, travel itineraries and other needs that support in maximizing executive time management 
• Ensure executives are well-prepared for meetings by providing necessary materials and agendas 
• Act as a gatekeeper, handling and prioritizing incoming requests, emails, and meeting invitations. 

Communication and Correspondence: 

• Manage email inboxes while maintaining confidentiality of sensitive information and handle all such information with discretion 
• Manage communications with internal and external stakeholders to support prioritization activities for supported executives  
• Comfortable writing in the executives’ voice 

Travel Arrangements: 

• Organize and manage complex travel itineraries, including flights, accommodations, and ground transportation 
• Prepare and process expense reports in a timely and accurate manner 
• Anticipate travel needs and proactively resolve any issues that may arise 
• Coordinate logistics during executive travel for in-person events with customers and prospects 
• Ensure executive preparedness for trips, including briefing documents, meeting agendas, and travel logistics 

Meeting and Event Coordination: 

• Lead the planning and execution of company events, including executive off-sites, company meetings, and team kick offs. 
• Collaborate with vendors, venues, and internal teams to ensure all event details are aligned with company objectives and branding. 
• Manage event logistics, including invitations, guest lists, transportation, catering, and accommodations. 
• Oversee on-site event execution, ensuring a seamless experience for attendees and executives. 

Special Projects: 

• Support executives with legal and administration activities including signature processes  
• Take on ad hoc tasks and responsibilities as required by the executive team. 

What you bring to the role: 

• 2+ years executive administration and/or scheduling/calendar management experience in a growing, fast-paced environment (tech preferred) 
• Proven track record demonstrating the ability to handle time sensitive and confidential information 
• Proficiency with Microsoft Outlook and advanced understanding of other MS Office Suite applications (i.e. Word, Excel, and PowerPoint) 
• Excellent verbal and written communication skills 
• Extremely detail-oriented and organized  
• Event execution and vendor management experience (customer dinners, holiday parties, company-wide events, etc.) 
• Proactive mindset with desire and ability to multitask and work on different projects at once 
• Willingness to work non-traditional hours on occasion for any urgent after hours matters 
• Team player mentality with ability to work and remain calm under pressure and  
  willingness to go the extra mile 
• Passionate about company culture and representing the best of who we are 
• This is an in-office hybrid position (3 days in office) in our beautiful downtown, Austin, Texas headquarters  
• Ability to work independently, anticipate needs, and handle multiple tasks simultaneously under tight deadlines. 

Why you’ll love working at AlertMedia:  

• Competitive base salary + Company-wide bonus program  
• Generous and flexible time and parental leave policies  
• Health benefits - Medical, Dental, Vision and Life Insurance 100% paid for employees!  
• 401K with a generous company match 
• Amazing rewards and incentives – we love celebrating each other!  
• Commitment to community service with opportunities to give back   
• A Best Places to Work company 8 years in a row and numerous other awards  
• Access to brand new downtown office with 360 views of Austin, high-tech building gym, and nearby running trails  
• Ongoing career development opportunities with our Learning and Development team 

About AlertMedia:  

AlertMedia helps organizations protect their people and businesses through all phases of an emergency. Our award-winning threat intelligence, emergency communication, and travel risk management solutions help companies of all sizes identify, respond to, and recover from critical events faster and more confidently. AlertMedia supports essential communication for thousands of leading businesses—including DHL, JetBlue, Coca-Cola Bottling, In-N-Out, and Walmart—in more than 130 countries. 

We are an equal opportunity employer focused on creating a collaborative and exciting place for all to work. Ensuring a diverse, inclusive, and equitable workplace for all people is key to our success and core to our values.   All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.  

This is an amazing opportunity to be part of our wave of momentum and take our company, and your career, to the next growth stage. We'd love to get to know you better and share how we serve our amazing customers. For more information, please visit www.alertmedia.com.    

Come join us in our mission to save lives and minimize loss through effective communication.   

AlertMedia does not currently sponsor applicants for work visas.  

By applying for the role, you agree that Alert Media will use your Personal Information in connection with the recruitment process and in accordance with our Privacy Policy – https://www.alertmedia.com/legal/privacy-policy/