Executive Assistant/Office Manager - Prophet

About The Role

Prophet’s Austin office is a tight-knit team of 30 people; collaborative, ambitious, and growing. We are looking for an Executive Assistant/Office Manager who loves a well-run office: someone who takes genuine pride in keeping things moving, supporting the people around them, and bringing a little extra thoughtfulness to the everyday. 

This is a dual role with EA and OM responsibilities. You will be the right hand to several partners within the firm, managing high-volume complex calendars and keeping leadership organized and on track. You'll also play a meaningful role in shaping the day-to-day culture of the office — making sure it feels like a place people are genuinely glad to come to work and clients are energized by. We're a professional services firm and the pace reflects it; calendars move fast, priorities shift, and the people coming through the door range from new hires to CEOs 

This is an in-office role, five days a week at our Austin location on Comal Street. 

Your Day to Day

Executive/Administrative Support  

• Own complex, high-volume calendar management across 3-4 leaders: coordinating across time zones, resolving conflicts proactively, and keeping everyone where they need to be 
• Coordinate domestic and international travel through our dedicated travel agency 
• Prepare and submit accurate expense reports and timesheets in a timely manner 
• Support meeting logistics including scheduling, document preparation, and follow-up coordination 
• Serve as a reliable, responsive point of contact for internal and external stakeholders on behalf of leadership 

Office Management 

Manage day-to-day office operations and experience to ensure a professional, functional, and enjoyable workplace. This includes: 

• Serve as the first face people see: greeting guests, orienting new hires, and making sure the space always feels professional and lived-in  
• Manage day-to-day operations: facilities, supplies, equipment, and vendor relationships  
• Manage and track office budgets with discipline and accuracy 
• Own daily opening and closing procedures so the office is always at its best 
• Assist with the planning and execution of office social and culture events that keep the team connected 
• Coordinate meeting rooms and logistics (catering, set up/clean up, supplies, document production)
• Send weekly team communications about upcoming events, visitors, and office happenings 

Functional Support 

• Collaborate with People Team to manage candidate interview schedules and logistics 
• Support Functional Leads in planning/staging events, this may include: (training events, recruiting activities, and other employee morale or firm-wide initiatives) 
• Collaborate with Corps Team, functional departments and others on special projects as needed 

What You Bring

• Undergraduate degree with 2+ years Executive Assistant experience in the professional services industry (consulting or creative agency a plus) 
• Excellent communication and interpersonal skills — You’re equally comfortable chatting with a new hire on their first day and a CEO client coming in to meet Senior Partners 
• Ability to pinpoint problems, find creative solutions and make decisions 
• Strong organization and time management skills 
• A genuine love of people and a belief that a great office environment makes a real difference 
• Comfort with ambiguity and the ability to adapt, flex and change directions given circumstances, understanding the ever-changing world of business 
• Strong proficiency in Outlook, particularly calendar and scheduling management across multiple stakeholders and time zones 
• Proactive self-starter approach with the ability to work independently and maintain a high level of autonomy 
• Ability to lift 30-50 lbs.