Executive Assistant (Executive Operations Coordinator)

The Executive Assistant serves as a tech-savvy force-multiplying right hand to the President and Leadership Team along side the CEOish while ensuring the day-to-day operational engine (office, admin, and internal coordination) runs smoothly.This role blends high-level executive support, operational execution, and special projects ownership; protecting leadership focus while driving alignment, organization, and momentum across the company. It reinforces Smartish culture through daily interactions and environment by delivering on Smartish core values in tangible, action-forward ways.Reports to: PresidentSupports: President, CEOish, Leadership TeamLocation: Austin, TX (In-office; HQ-based with occasional warehouse travel ~10 minutes away)Type: Full-Time, M-F, salariedCore AccountabilitiesCommunication, Strategic Support & Follow-ThroughOffice Operations & Administrative ManagementSystems, Tools & Process OptimizationEmployee Culture & Guest ExperienceConfidential & HR SupportSpecial Projects & Cross-Functional ExecutionCommunication, Strategic Support & Follow-ThroughEmbrace & support EOS activities. (i.e. track rocks, prepare agendas, scorecards for key meetings (L10s, quarterlies, All-Hands).Assist with reporting, data gathering, and light metric tracking.Capture clear notes, action items, and follow-ups through EOS practices.Track commitments, action items, and decisions ensuring nothing slips.Manage high-volume communications with clarity, speed, and discretion.Maintain alignment across leadership, staff, vendors, and partners.Keep Wrike, Confluence, and internal tools current with next steps and ownership.Office Operations & Administrative ManagementOwn day-to-day office operations for HQ and support warehouse coordination.Ensure HQ office space/s are fully functional, stocked, clean, and guest-ready at all times.Manage vendors as necessary (supplies, maintenance, tracking sample & HQ-related deliveries).Oversee business mail (P.O. box, executive shipments, and internal logistics).Maintain inventory of supplies, swag, and office essentials.Coordinate facilities requests and resolve operational issues quickly.Systems, Tools & Process OptimizationBuild and refine SOPs and repeatable systems for efficiency.Maintain and improve Wrike, Confluence, and internal documentation and training materials.Identify inefficiencies and implement better workflows.Keep calendars, systems, and documentation clean and up to date.Support operational consistency between HQ, warehouse, and remote teams.Employee Culture & Guest ExperienceServe as the first impression of Smartish HQ; welcoming guests, candidates, and partners.Support onboarding (desk setup, supplies, welcome experience, tool access).Ensure employees have what they need to be productive in-office.Reinforce Smartish culture through daily interactions and environment.Plan and execute team events, All-Hands, offsites, and celebrations.Coordinate team lunches, happy hours, and core value activities.Maintain internal events calendar and logistics.Manage gifting, swag, and milestone recognition.Confidential & HR SupportHandle sensitive company and personnel information with discretion.Support HR processes (documentation, onboarding/offboarding coordination).Assist with recruiting coordination and interview logistics.Assist with sensitive projects (reviews, transitions, contracts).Manage occasional personal logistics tied to executive efficiency.Special Projects & Cross-Functional ExecutionOwn and drive special projects from concept → execution → completion.Research, validate, and package new ideas into actionable plans as assigned.Coordinate cross-functional initiatives across the leadership team.Identify bottlenecks and proactively push projects forward.************************Outcomes / Success IndicatorsPresident is highly focused on top priorities (not admin work).Projects and “Rocks” move forward consistently without reminders.Office operations run seamlessly with no disruptions.Communication is clear, timely, and aligned across teams.Meetings are prepared, efficient, and produce clear outcomes.Employees and guests have a "good vibes", organized, on-brand experience.Systems (Wrike, Confluence, Syncplicity, calendars) are accurate and up to date.Skills & Experience3+ years supporting executives, founders, or operators in fast-paced environments.Tech-savvy: Outlook, Teams, AI Tools, Wrike, Confluence, Excel (or similar tools).Strong organizational and project management skills.Exceptional written and verbal communication.Proven ability to manage multiple priorities without dropping details.Proactive, resourceful, and solution-oriented mindset.High level of discretion and professionalism.Comfortable operating between strategic and tactical work.Requirements / CompetenciesAnticipates needs before they are stated.Thrives in a fast-paced, high-accountability environment.Strong ownership mentality (“nothing falls through the cracks”).Calm under pressure; adaptable and flexible.Positive, service-oriented, “no task too small” attitude.Highly detail-oriented and systems-driven.Lives Smartish Core Values.Bonus Points If YouHave experience in e-commerce, CPG, or startup environments.Are familiar with EOS (Entrepreneurial Operating System).Have experience coordinating cross-functional projects or office operations.Love dogs, cats, tacos or all three.---------------------------------------------How to ApplySend us your resume to recruiting@smartish.com with "Executive Assistant" in subject line and a short note answering:Why this role is a great fit for youA system or habit you’ve built that made executive's life easier---------------------------------------------Benefits:Health, Dental, VisionFSA / HSA401(k) plan with employer matchPTO, HolidaysPaid covered parking in downtown AustinFree phone cases & stuff for you and a +1Smartish 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