Sales Team Administrator / Executive Assistant

Department: Sales

Location: Austin, Texas (Hybrid — min. 3 days in office)

Positions: 3

ABOUT XYZ REALITY

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XYZ Reality are the creators of the world's first and only engineering-grade Augmented Reality solution, purpose built for the construction industry. Not only have we created this holographic technology, that sits within The Atom — a smart, site-safe headset/hardhat — but we implement it on projects, utilising the power of AR to ensure that all schemes are completed in line with delivery timescales and budgets.

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.

THE ROLE

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XYZ Reality's Strategic Account Executive team is responsible for some of the most complex and high-value enterprise construction technology deals in AMER — working with hyperscalers and neocloud operators where every day of schedule slippage carries a significant cost. These AEs need to be in front of customers and on job sites. What they don't need to be doing is managing their own diaries, chasing down travel bookings, or wrestling with administrative tasks.

That's where you come in. As a Sales Team Administrator and EA, you'll provide dedicated, proactive executive support to a group of Strategic AEs — owning their calendars, coordinating travel, managing expense submissions, and handling the full range of day-to-day administrative tasks that keep a high-performing sales team running.

This is a hands-on, relationship-driven role. You'll be embedded with the team in Austin, you'll understand the rhythm of each AE's week, and you'll build the kind of trust that means they can hand something off and focus entirely on selling.

KEY RESPONSIBILITIES

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• 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 prioritising accordingly.

• Book and manage all domestic and international travel — flights, hotels, ground transport, and site visit logistics. Prepare detailed itineraries, confirm arrangements ahead of time, and handle real-time changes as plans shift.

• Process and submit expense reports accurately and on time on behalf of AEs — reconcile corporate card activity, chase missing receipts, and flag policy issues before they reach finance.

• Prepare meeting materials, agendas, and briefing documents ahead of customer calls and internal reviews; take notes and track actions where required.

• Support CRM hygiene in Salesforce on behalf of the team — updating contact records, opportunity data, and activity logs so the revenue org always has an accurate picture.

• Coordinate with Marketing, Legal, and Finance on behalf of AEs — routing NDAs and contracts, requesting collateral, and managing ad hoc administrative requests so AEs stay focused on selling.

REQUIRED QUALIFICATIONS

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1. 2+ years in an EA, personal assistant, or team administrator role — experience supporting a sales team, quota-carrying executives, or senior leaders in a B2B environment is strongly preferred.

2. Proven track record managing complex, multi-person diaries across time zones with minimal oversight.

3. Based in or willing to relocate to Austin, TX — this role requires regular in-office presence alongside the team.

4. Proficiency with calendar and productivity tools (Google Workspace or Microsoft 365) and working knowledge of Salesforce or a comparable CRM.

KEY EXPERIENCE & SKILLS

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• Highly organised with exceptional attention to detail — this role is the administrative backbone of a high-stakes sales team, and dropped balls have real consequences.

• Excellent written and verbal communication — comfortable corresponding professionally with senior customer contacts and internal stakeholders on behalf of AEs.

• Proactive and anticipatory by nature — able to identify what's needed before it's asked and act without being prompted.

• Comfortable with ambiguity and shifting priorities — a fast-moving construction technology company does not operate on a predictable schedule.

• Familiarity with travel booking platforms and expense management tools (e.g. Expensify, Concur, or similar).

• Discretion and professionalism when handling confidential commercial information — this role sits close to sensitive deal activity.

BENEFITS

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• 🩺 Private medical

• 🎄 Extra Christmas shutdown days

• 🏝️ 15 days PTO + public holidays

• 🏠 Hybrid working

• 🪙 Biannual salary reviews

• 🥳 Summer & Christmas staff parties

• 💰 Employee referral scheme

• 🚀 Make a real-world impact of revolutionising the construction industry