Administrative 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 situation threatens personal safety and business continuity.    

Our core values drive us in our important mission of keeping people safe: 

• 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 a polished, people-first Administrative Assistant to deliver an exceptional first impression for every guest, visitor, and caller—while also providing high-impact support to one of our C-level executives. You’ll be the face of our company and the backbone of executive operations, blending front-desk hospitality with behind-the-scenes execution.  

Who you are:  

You are someone who thrives at the intersection of hospitality and high-level executive support. Known for your poise, reliability, and outstanding organizational skills, you take pride in creating smooth, seamless experiences, whether you're welcoming a guest to the office or managing a packed executive calendar. You are energized by helping others, anticipate needs before they arise, and bring calm to the chaos of a fast-moving workplace. You believe that every interaction is an opportunity to build trust, and your ability to juggle competing priorities makes you an invaluable partner to senior leadership and a warm, engaging presence for our entire office. 

Reception & Office Experience 

• Be the face of the company by warmly greeting and assisting all employees and visitors upon arrival creating a positive first impression 
• Answer, screen, and direct incoming calls, and provide helpful information to employees, customers, and vendors 
• Provide new hire onboarding support (badge forms, gym/bike waivers, parking info)  
• Receive, sort, and distribute daily mail and packages 
• Manage visitor access and security procedures, including guest verification and coordination with building security 
• Maintain general tidiness and presentation of reception, reception restroom, and other areas 
• Coordinate catering intake and setup for events and meetings 
• Problem solve day-to-day office issues and serve as a helpful go-to for employee requests 
• Respond to and communicate during building emergencies (elevator outages, disruptive guests, etc.) 
• Help employees remain calm, informed, and secure during unexpected incidents 

Executive Assistant 

• Provide direct administrative support to a C-level executive 
• Manage dynamic calendars and meeting schedules, including executive connects and internal events 
• Prepare for and occasionally book executive travel and accommodations 
• Support executive-level communications, including town hall decks, award certificates, event highlights, and milestone recognitions 
• Serve as a trusted sounding board for the department and partner with EAs/Admins to execute projects and delegate tasks effectively 
• Prepare and process expense reports accurately and in a timely manner 

Calendar and Schedule Management: 

• Manage and optimize the complex calendars of the executive, scheduling meetings, travel, calls, and events 
• Coordinate with internal and external stakeholders to arrange meetings 
• Proactively communicate with executive on schedule preferences, boundaries, travel itineraries and other needs that support in maximizing executive time management 
• Ensure executive is 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 inbox 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 executive 

Travel Arrangements: 

• Organize and manage complex travel itineraries, including flights, accommodations, and ground transportation 
• 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 
• Ability to work independently, anticipate needs, and handle multiple tasks simultaneously under tight deadlines 
• This is an in-office position (5 days) in our beautiful downtown, Austin, Texas headquarters  

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 9 years in a row and numerous other national 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 & Development team   

About AlertMedia:  

AlertMedia, backed by Vista Equity Partners, 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 JetBlue, Coca-Cola Bottling, and Walmart—in more than 150 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 sponsor immigration 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/