What are the responsibilities and job description for the Executive Assistant position at Neatly & Co?
Executive Assistant
Position Overview
As the Executive Assistant, you are the operational support behind Neatly's CEO. You manage her calendar, keep information moving, handle purchasing and receipts, and take on personal requests so she can focus on clients, design work, and growing the business. You are constantly by her side and helping her execute her daily to do list. This position is ideal for someone who is unusually organized, discreet, and effective without needing to be in the room.
What you will do
Calendar & Scheduleing
Help manage the CEO and Team Calendar including internal and external meetings, travel, important events and activities
Resolve scheduling conflicts and protect focused work blocks
Coordinate internal team meetings and structure the CEO's week against current priorities
Information & Follow-Through
Triage the CEO's inbox by sorting, flagging, filing, and surfacing what needs her attention
Draft internal correspondence and documents for her review
Prepare agendas, capture meeting notes, and track action items to completion
Conduct research and compile options so the CEO can make decisions quickly
Purchasing & Receipts
Place and track orders for business and personal purchases, from sourcing options through delivery confirmation
Manage returns, exchanges, credits, and vendor follow-up
Capture, code, and submit all receipts through the company expense platform on a consistent cadence
Maintain clean records that separate business and personal spending for bookkeeping
Personal & Household Support
Handle personal requests and errands, including appointments, reservations, gifting, and household coordination
Book personal and business travel and build detailed itineraries
Coordinate with outside vendors and service providers on the CEO's behalf
Anticipate recurring personal needs and manage them before they become urgent
Documentation & Administration
Support back-office projects including marketing asset organization, photo library management, and content collection
Do things the Neatly Way, with precision, care, and excellence in everything you touch
Who Will Thrive In This Role
You are the person who remembers what everyone else forgot. You anticipate what is needed before you are asked, and you close loops without being reminded. You move comfortably between a purchase order and a personal errand without treating either as beneath you. You are trusted with company cards, confidential business and financial information, and the details of the CEO's personal life, and you handle all of it without exception. You take pride in accuracy, and you understand that your work is what allows the CEO to spend her time where it matters most.
Required Qualifications
Three or more years supporting a senior executive, owner, or principal, including personal support
Excellent written communication with a high standard for accuracy and formatting
Strong proficiency with Google Workspace or Microsoft 365 and project management tools
Experience managing purchasing, receipts, and expense reconciliation
Proven discretion with confidential business, financial, and personal information
Ability to work independently, anticipate needs, and follow through without reminders
Strong problem-solving skills and sound judgment on what to escalate
Reliable transportation, a valid driver's license, and schedule flexibility
Preferred Qualifications
Experience in design, construction, luxury services, or another client-facing professional firm
Familiarity with expense management, time tracking, or bookkeeping platforms
Experience sourcing product and coordinating deliveries
Experience building and maintaining SOPs and document templates
What Success Looks Like
The CEO's calendar is accurate, protected, and built around real priorities
Nothing falls through the cracks; follow-ups are tracked and closed
Purchases arrive on time, and returns and credits are chased to resolution
Every receipt is captured and coded, with business and personal spending cleanly separated
Personal requests are handled quietly and completely, without back-and-forth
Files, templates, and records are current and easy for anyone to find
Compensation & Schedule
This is an hourly position based in Houston. Hours are typically full-time, though they may vary with business needs. Hourly rates are competitive and based on experience. Some errands and purchasing require local travel. Schedule flexibility is required.