Job Description

Who we are:

Welcome to BookedBy, an industry-leading business management solution and scheduling software for salons, spas, and barbershops everywhere.

BookedBy — with headquarters in Austin, TX — features more than 100 employees across three continents and powers thousands of locations worldwide with top brands such as Sport Clips Haircuts, Diesel Barbershop, Perfect Look, Sharkey’s Cuts for Kids, Hairzoo, and more.

Founded in 2011, BookedBy’s scheduling platform has more than 60 million bookings annually and enters an exciting growth phase into other service-based businesses.

Role Description:

This role reports to the Associate Chief of Staff and helps support the CEO & COO. This dynamic role requires exceptional multitasking skills, discretion, and the ability to manage both executive support and office management responsibilities. The ideal candidate will a) play a critical role in ensuring the CEO’s day-to-day activities run smoothly, b) ensure the office environment remains efficient and professional, and c) take part in special projects dependent upon business needs.

Executive Support

• Collaborate with the Associate Chief of Staff to manage the CEO’s email and calendar, including scheduling, prioritizing, and coordinating meetings and appointments.
• Prepare briefing materials, reports, and presentations for the CEO in collaboration with the Associate Chief of Staff.
• Act as a point of contact for the CEO, handling inquiries, correspondence, and requests with professionalism and efficiency.
• Coordinate travel arrangements for partners.
• Handle confidential information with the utmost discretion and professionalism.

Office Management

• Oversee office operations, ensuring a well-organized, clean, and professional workspace.
• Manage office supply inventory and liaise with vendors to ensure timely restocking and repairs.
• Coordinate office-related services, such as IT support, facility maintenance, and vendor agreements.
• Assist with the planning and execution of internal meetings, company events, and team activities.
• Support the onboarding of new employees by coordinating office setup and providing administrative assistance.

Collaboration & Project Support

• Work closely with the Associate Chief of Staff to execute high-priority projects and initiatives.
• Provide administrative support for cross-departmental collaboration efforts driven by the CEO’s office.
• Conduct research and compile data for presentations, reports, and decision-making.
• Ensure seamless communication and follow-up on action items between the CEO and other stakeholders.
• Provide occasional support for other executives or departments as directed by the Associate Chief of Staff.

Required Qualifications:

• 3+ years of experience as an Executive Assistant, Project Management, or similar role in a fast-paced environment
• Proven experience in Email Management, Calendar Management, Microsoft Office, Project Management, Professional Communications, Meeting Coordination, Travel Management, and Office Management
• Can accommodate 4-5 days per week in-person out of our Austin, TX office
• Bachelor's degree or equivalent experience

You might be a perfect fit if:

• You are meticulous, all about the details, and thrive in a fast-paced environment.
• You can learn how to anticipate the needs of your Leader
• You can maintain composure and sense of humor in high-pressure situations
• You’re comfortable collaborating and communicating with team members at all levels in a positive manner.
• You’re a creative problem solver and able to figure most things without much assistance; you ask clear questions when more information or direction is needed.
• You’re a team player; willingness to roll up your sleeves and get the job done, no matter how small the task!
• You enjoy managing and prioritizing multiple projects.
• You enjoy learning and bringing new and innovative ideas to the table; receptive to feedback and focused on continuous improvement
• You possess strong communication skills including delivering and communicating sometimes under pressure, while remaining proactive, resourceful, and efficient with a high level of professionalism and discretion.

What we offer:

Join an energetic, fast-growing global team where you'll have the opportunity to take on new challenges and advance your career. With continuous growth and development, you'll have endless potential to shape your future alongside us! Our benefits include:

• Comprehensive Medical Insurance to keep you and your family healthy.
• 15 Days of Paid Time Off to recharge and enjoy life outside of work.
• Hybrid Work Schedule : In-office Monday through Thursday, with a Flex Day Friday to work remotely.
• In-Office Gym to help you stay active, healthy, and energized throughout the day.
• Opportunities for Professional Development with access to courses and learning resources to help you grow your skills and advance your career.
• Stock Options

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