Executive Administrative Assistant in Austin, TX at Volt

Date Posted: 3/6/2018

Job Snapshot

Job Description

Volt Workforce Solutions has partnered with a global leader in the gaming industry to identify candidates for an Executive Administrative Assistant.  This position is responsible for a wide range of administrative support activities and assistance to the Chief Technology Office (CTO) with day-to-day administrative duties, including global activities across various time zones. 

This is a temp-to-hire opportunity.


  • Provide the CTO with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meeting, and speaking engagements; coordinates with other departments as necessary for speeches and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements.  Design general correspondences, memos, charts, tables, graphs, business plans, duplication of materials, etc.
  • Maintain an efficient flow of information between all levels of the organization including internal and external contacts on a wide spectrum of plans and priorities but at the same time, manage highly confidential and sensitive information with the utmost discretion.
  • Screen incoming calls and correspondence to the CTO, determining nature of call and whether or not it requires the attention of the leader, takes messages and maintains contact lists, and whenever possible responds to caller directly based on knowledge of leader’s preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department.  Determine which correspondence can be handled by self and takes initiative in drafting responses for the leader’s signature based on knowledge of his activities, interests, priorities, and issues. Follows same procedures for electronic mail.
  • Review, proofread, and format all correspondence prepared for the leader’s signature to ensure accuracy and completeness, as well as consistency with the association’s policy standards and exercises good judgment in following up with staff to ensure deadlines are met on documents requiring the CTO’s signature. 
  • Schedule and organize all activities and appointments such as global meetings, conferences, events, speaking arrangements, travel, car services, and association activities for the CTO.  Event management includes invitations, site selection, related details and handle changes and cancellations as deemed necessary and/ or appropriate.
  • Handle all business finances, reconciles credit card statements and manages all expense reports in a timely manner along with process invoices.  Prepare annual business plan document and quarterly business plan reports.  Assists with development of budget.
  • Provides overall administrative support and serves as first point of contact for the Austin   department, providing excellent customer service, and addressing employee queries regarding office management issues.
  • Books all international travel including air, hotel and car rental reservations for senior level staff.
  • Reviews, approves, and code office invoices for payment.
  • Manage contract and price negotiation with office vendors, service providers and Property Management Company.


  • 5+ years prior experience supporting a C-level executive at a public corporation
  • Knowledgeable of international travel requirements (passports, visas, etc) and experience coordinating complex, international travel
  • Effective communication and analytical skills
  • High level of proficiency in Microsoft Office suite
  • Strong organizational, planning, and multitasking abilities
  • Attention to detail and problem solving
  • Ability to be on call outside of normal business hours
  • Bachelor’s degree strongly preferred

VOLT is an Equal Opportunity Employer