Executive Assistant Jobs

Rodeo Austin islooking for an Executive Assistant to join our team and provide administrative support to the CEO and to serve as the liaison to the executives, board of directors, staff, various other administrative committees, external constituents, and VIPs, and to collaborate with the Volunteer & VIP Services Coordinator on seasonal projects. This position effectively acts as a key member of the staff and a contributor to Rodeo Austin’s overall strategy, event execution and culture. This is an opportunity to take on the challenge of working in a fast-paced, customer-driven non-profit; in an environment that is exciting, motivating, challenging and fun!

This is a full time exempt, benefits eligible position on our team that is available immediately to the right candidate. The expected commitment will be 40 hours per week during regular business hours, and as needed on weekends and during Rodeo Austin events.

Who We Are:

Since 1938, Rodeo Austin has been a mission with a rodeo that has brought heritage and entertainment to our community. We are funded by a month-long real western experience held every March, where Rodeo-goers get to do things they can do nowhere else - including a ProRodeo, one-of-a kind concerts, a carnival and a livestock show. We are Rodeo Austin, a not-for-profit that provides real experiences and gritty fun to raise millions for Texas kids.

What You’ll Do:

• Organize and manage the flow of work in and out of the CEO’s office including preparing draft emails and other correspondence, compiling and filing reports, and preparing expense reports
• Independently handle sensitive communication/information flow
• Assist as needed with supervision of seasonal receptionist staff
• Attend and organize monthly Executive Committee meetings, coordinate agendas, draft meeting minutes, and manage communication and follow up
• Successfully foster and cultivate excellent working relationships with internal and external constituents of the organization; effectively collaborate with other internal departments, executive and volunteer leadership, event officials, community and university partners, sponsors, members and other stakeholders
• Assist as needed with annual meeting preparation and execution
• Assist with Volunteer sign-ups as needed
• Plan and execute on the Hall of Fame Induction Ceremony
• Represent the organization at official functions and events and in other types of negotiations, networking events, or public relations activities
• Assist as needed with credential preparation and distribution
• Effectively manage CEO’s calendar including scheduling appointments and meetings, and independently resolving conflicts
• Provide support as needed to the HR and Administration department and participate in special projects as assigned
• Coordinate other select committees and task forces to include Nominating Committee, Past Presidents Committee, and Annual Elections
• Organize and prepare materials for meetings and prepare key documents for signature, comment, decision, or action
• Attend and organize weekly and bi-weekly Staff meetings, daily Chief’s meetings during rodeo, coordinate agendas, draft meeting minutes, and manage communication and follow up
• Manage CEO VIP guest relations throughout the year
• Support the mission and values of Rodeo Austin at all times
• Attend and organize quarterly Board of Director meetings, coordinate agendas, draft meeting minutes, and manage communication and follow up
• Act as first point of contact for internal and external clients on CEO’s activities and events

What You’ll Need:

• Proficiency (or strong aptitude for immediate proficiency) in a variety of industry business tools such as Microsoft Office Suite.
• Bachelors’ degree in a related industry or field; 1-3 years of experience as an executive assistant in an equivalent industry or field of knowledge preferred but not required
• Creative problem-solver with strong organizational skills and capacity to work both strategically and hands-on in high pressure and fast-moving environments
• Ability to self-start, work both independently and in a team setting.
• Results-driven with ability to positively influence and effectively interact and communicate (verbally and in writing) with cross-functional teams and internal and external customers

Perks & Benefits:

• Comprehensive Medical, Dental and Vision plans
• Robust Holiday Schedule
• Competitive Vacation Plan
• 401(k) Retirement Plan with Match
• The chance to be part of something bigger – a mission with a Rodeo raising millions for Texas kids
• Wellness Program
• Summer Flex Fridays

Not sure if you Qualify?

That’s okay! if you’re interested in the role and believe you could be a good fit, we encourage you to apply!

Rodeo Austin is an equal opportunity employer, and we value diversity, equity and inclusion. All aspects of employment will be based on merit, competence, performance, and business needs.