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About the Role
Provide dedicated, proactive executive support to a group of Strategic AEs, owning their calendars, coordinating travel, managing expense submissions, and handling day-to-day administrative tasks to keep a high-performing sales team running. This is a hands-on, relationship-driven role embedded with the team in Austin.
Responsibilities
- Own and manage AE calendars end-to-end, scheduling customer meetings, internal syncs, QBRs, and cross-functional touchpoints across AMER time zones, proactively resolving conflicts and prioritizing accordingly.
- Book and manage all domestic and international travel, including flights, hotels, ground transport, and site visit logistics. Prepare detailed itineraries, confirm arrangements, and handle real-time changes.
- Process and submit expense reports accurately and on time on behalf of AEs, reconciling corporate card activity, chasing missing receipts, and flagging policy issues.
- Prepare meeting materials, agendas, and briefing documents for customer calls and internal reviews; take notes and track actions as required.
- Support CRM hygiene in Salesforce on behalf of the team, updating contact records, opportunity data, and activity logs.
- Coordinate with Marketing, Legal, and Finance on behalf of AEs, routing NDAs and contracts, requesting collateral, and managing ad hoc administrative requests.
Requirements
- 2+ years in an EA, personal assistant, or team administrator role, preferably supporting a sales team, quota-carrying executives, or senior leaders in a B2B environment.
- Proven track record managing complex, multi-person diaries across time zones with minimal oversight.
- Based in or willing to relocate to Austin, TX, requiring regular in-office presence.
- Proficiency with calendar and productivity tools (Google Workspace or Microsoft 365).
- Working knowledge of Salesforce or a comparable CRM.
Skills
- Highly organized with exceptional attention to detail.
- Excellent written and verbal communication.
- Proactive and anticipatory.
- Comfortable with ambiguity and shifting priorities.
- Familiarity with travel booking platforms and expense management tools (e.g. Expensify, Concur, or similar).
- Discretion and professionalism when handling confidential commercial information.
Location
- Austin, Texas
Work Type
- Hybrid
Experience Level
- 2+ years
Benefits
- Private medical
- Extra Christmas shutdown days
- 15 days PTO + public holidays
- Hybrid working
- Biannual salary reviews
- Summer & Christmas staff parties
- Employee referral scheme
About the Company
- XYZ Reality are the creators of the world's first and only engineering-grade Augmented Reality solution, purpose built for the construction industry.
- XYZ has grown to over 100 staff across the UK, US & Europe and is working with Mission Critical organisations & construction companies to successfully deliver major projects.