Job Description

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.

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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.

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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).

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How to Apply

Send 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 you
• A system or habit you’ve built that made executive's life easier

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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

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