Executive Assistant
1 day ago
Austin
Smartish is looking for an experienced Executive Assistant who is equal parts operator, problem-solver, and force multiplier. Someone who helps our CEO and President (two different people/roles) stay locked in on what matters most within our 16-year-old "startup" business. This is not a reactive “calendar and coffee” role. You’ll think strategically, act proactively, and build systems that create clarity, remove friction, and amplify impact. You’ll be the quiet engine that keeps two high-output leaders focused, effective, and in sync. You will also drive the early recruiting pipeline so top candidates enter and hiring managers stay focused on selection. If you thrive in a fast-paced environment, anticipate needs before they’re spoken, and can juggle details while keeping your cool, we want you on our team. Reports To: President Supports: CEO & President Seat Type: Executive Support Location: Austin, TX (In-office; Downtown HQ-based with occasional warehouse travel, ~10 minutes between locations) Type: Full-Time Primary Purpose: Provide high-level administrative and operational leverage to the CEO and to the President; protecting their time, maximizing focus, and ensuring follow-through across leadership priorities and company initiatives. Core Accountabilities • Executive Time & Priority Management, • Communication, Coordination & Follow-Through, • Idea Wrangler & Project Scout, • Meeting Preparation & Strategic Support, • Recruiting & Talent Pipeline Support, • Systems, Tools & Process Optimization, • Confidential, Personal & HR Support Executive Time & Priority Management • Own and optimize the CEO and President’s calendars with a bias for strategic time use and flow., • Proactively schedule deep work, project syncs, and company meetings with minimal conflict., • Serve as the gatekeeper for time, triaging requests and ensuring alignment with company priorities., • Anticipate schedule shifts, deadlines, and travel impacts before they happen., • Plan and execute detailed travel itineraries for business and occasional personal travel., • Build contingency plans for changes, ensuring zero surprises., • Build and maintain executive dashboards, reminders, and milestone trackers. Communication, Coordination & Follow-Through • Manage high-volume communications with discretion, clarity, and speed., • Draft, edit, and send correspondence on behalf of executives; always reflecting their tone and intent., • Keep internal tools, such as Wrike, up to date with executive actions and next steps., • Ensure nothing falls through the cracks. Track commitments and follow up without prompting., • Act as liaison between executives, staff, vendors, and external partners to maintain smooth flow of information. Idea Wrangler & Project Scout • When inspiration strikes the execs, you’re the one who runs it down researching, validating, and packaging it into something real., • Deliver crisp takeaways, insights, and next-step plans that move ideas from “what if?” to “what’s next.”, • Track leadership projects, quarterly “rocks,” and key metrics to ensure alignment and momentum., • Partner with cross-functional teams to keep priorities moving and eliminate bottlenecks., • Build simple systems to maintain accountability and progress visibility (Wrike, Confluence, Scorecards). Meeting Preparation & Strategic Support • Prepare agendas, scorecards, and pre-reads for key meetings., • Capture clear, actionable notes and follow up on deliverables., • Summarize complex discussions into digestible updates for the broader team., • Keep company meeting cadence organized (L10s, quarterlies, All-Hands)., • Help distill executive insights into direction for leadership and staff. Recruiting & Talent Pipeline Support • Own the early stages of Smartish’s recruiting process to ensure strong candidates enter the pipeline and hiring managers stay focused on selecting the best talent., • Partner with hiring managers to define role needs and create accurate, compelling job descriptions., • Manage job postings and keep pipelines organized across platforms., • Screen resumes and conduct initial candidate pre-screens to filter for fit, competence, and alignment with Smartish values., • Serve as the first point of contact for candidates, ensuring a polished and on-brand experience., • Coordinate with the Office Administrator to schedule interviews and maintain smooth communication throughout the process. Systems, Tools & Process Optimization • Create and refine repeatable systems for recurring executive tasks., • Maintain and improve SOPs, Wrike, and Confluence pages for clarity and efficiency., • Identify operational inefficiencies and recommend or implement solutions., • Ensure both execs are equipped with what they need before they need it., • Support onboarding and offboarding workflows for new team members who report to President Confidential, Personal & HR Support • Handle confidential information and documents with impeccable discretion., • Support sensitive company projects (e.g., reviews, contracts, personnel transitions)., • Manage occasional personal logistics when they directly impact executive efficiency., • Ensure confidentiality, composure, and professionalism in all interactions. Outcomes / Success Indicators • The CEO and President’s calendars reflect their true priorities., • Meetings start on time, with agendas, prep materials, and follow-up clarity., • Leadership projects maintain traction without needing reminders., • Communication is timely, polished, and always reflects Smartish core values., • Events and project results happen smoothly with contingencies already planned., • Executives spend time on high-leverage work, not administrative tasks. Skills & Experience • 5+ years supporting senior executives, founders, or CEOs in fast-paced environments., • 4+ years of recruiting, screening, interviewing, pipeline experience, • Excellent written and verbal communication skills; strong business judgment., • Tech-savvy: fluent in Outlook, Teams, Wrike, Confluence, Excel, and related tools., • Know when to use A.I. tools and when not to., • Strong organizational systems and a “nothing slips through the cracks” mindset., • Handles confidential information with absolute discretion., • Thrives under pressure, maintains composure, and adapts with grace., • Proactive problem-solver who anticipates needs and creates clarity., • This is an in-office, FT, M-F, Austin-based position. Austin residents will be given preference. Bonus Points If You: • Have supported multiple executives simultaneously., • Come from a startup, CPG, or e-commerce background., • Are familiar with EOS (Entrepreneurial Operating System). How to Apply Send us your resume to with "Executive Assistant" in subject line and a short note answering: • Why this role is a great fit for you, • A system or habit you’ve built that made executive's life easier Benefits: • Health, Dental, Vision, • FSA / HSA, • 401(k) plan with employer match, • PTO, Holidays, • Paid covered parking in downtown Austin, • Free phone cases & stuff for you and a +1 Smartish makes everyday life a little easier with phone cases and stuff just clever enough to solve unexpected needs. Based in downtown Austin, Texas, our team is a jaunty, down-to-earth, and highly caffeinated group of folks that, since 2009, have taken our products seriously, but ourselves... not so much. Pique your interest? Learn more about Smartish.com