Personal Assistant to the CEO

Personal Assistant to the CEO

***Administrative, communication, and executive support · Remote · Reports to CEO, will need to be on sight sometimes to help organize, do training as well as other things.

POSITION DETAILS

Location:  Remote. Occasional coordination with Dallas as needed.

Schedule:  Core coverage approximately 8:00 a.m.–5:00 p.m.

Reports to:  CEO

Works with:  CEO, bookkeeping, suppliers, customers, vendors, and outside partners.

THE ROLE

This role provides direct support to the CEO so she can stay focused on sales, relationships, and strategic decisions.

This is a personal assistant / executive support role, not a general-manager seat. You help manage the CEO’s calendar, communication, follow-up, documents, vendor paperwork, light administrative coordination, and day-to-day organization. You keep details moving, make sure nothing important gets dropped, and help the CEO stay out of administrative weeds.

You do not set pricing or product specifications, decide credit, run HubSpot, manage marketing, supervise other functions, or act as CEO backup on business decisions.

WHAT SUCCESS LOOKS LIKE

·        The CEO has a clear, organized calendar and knows what needs her attention.

·        Follow-ups are tracked and completed without repeated reminders.

·        Emails, documents, forms, and administrative requests are handled accurately and on time.

·        Customers, suppliers, vendors, and partners receive clear, professional communication.

·        Files are complete, organized, and easy to find.

·        Bookkeeping and administrative paperwork are routed to the right people.

·        The CEO gets concise updates: what is done, what is pending, and what needs her decision.

·        Problems are worked, not parked.

RESPONSIBILITIES

CEO Administrative Support

·        Manage and organize the CEO’s calendar, appointments, calls, and reminders.

·        Help prepare the CEO for meetings by gathering relevant notes, documents, or background information.

·        Track follow-up items from calls, emails, and meetings.

·        Draft, send, or organize emails as directed by the CEO.

·        Maintain a running list of open items, deadlines, and decisions needed.

·        Help the CEO prioritize what needs attention during the day.

Communication and Follow-Up

·        Serve as a professional point of contact for administrative coordination with suppliers, customers, vendors, and outside partners.

·        Send clear updates, confirmations, and reminders on behalf of the CEO when directed.

·        Follow up on outstanding requests, missing documents, approvals, signatures, payments, or forms.

·        Route questions to the CEO when a decision is needed.

·        Keep communication concise, accurate, and professional.

Documents, Files, and Forms

·        Collect, organize, and file company documents in shared folders.

·        Prepare, update, and send standard company documents as directed.

·        Complete vendor, customer, or company setup paperwork using approved information on file.

·        Request and track missing documents such as W-9s, banking letters, insurance certificates, company forms, or vendor packets.

·        Keep frequently used company documents current and easy to locate.

·        Make sure files, forms, and records are complete and findable.

Bookkeeping and Administrative Coordination

·        Coordinate with bookkeeping on invoices, receipts, payment questions, vendor forms, and related documentation.

·        Forward bills, statements, receipts, and backup documentation to the correct person.

·        Help track outstanding administrative items connected to accounting or vendor setup.

·        Flag missing information or discrepancies before they sit too long.

·        Support light reporting or document gathering as requested by the CEO.

Vendor, Customer, and Partner Support

·        Assist with company setup paperwork for vendors, customers, and outside partners.

·        Request packets, complete standard company information, attach approved documents, and return completed forms.

·        Follow up until accounts, vendor profiles, or administrative records are complete.

·        Maintain professional communication with external contacts.

·        Do not negotiate commercial terms, pricing, product specs, or credit decisions unless specifically instructed by the CEO.

Personal Assistant Support

·        Help the CEO stay organized with daily priorities, reminders, and follow-ups.

·        Assist with scheduling, confirmations, reservations, errands coordination, or personal administrative tasks as needed.

·        Track time-sensitive personal or business tasks assigned by the CEO.

·        Keep confidential information private and handled with discretion.

·        Anticipate routine needs and reduce administrative friction wherever possible.

QUALIFICATIONS

·        Experience as a personal assistant, executive assistant, administrative assistant, or similar support role.

·        Strong organization and follow-through.

·        Comfortable communicating with customers, suppliers, vendors, and professional contacts by phone and email.

·        Accurate with details, documents, forms, and deadlines.

·        Clear, direct written and verbal communication. Not fluffy.

·        Able to work independently during.

·        Able to raise flags, ask smart questions, and keep things moving.

·        Comfortable handling confidential information with discretion.

·        Proficient with Outlook and shared files, such as SharePoint or equivalent.

·        Experience supporting an owner, CEO, or small business leader is strongly preferred.

How We Work

The CEO leads relationships and makes business decisions. The Personal Assistant keeps the CEO organized, handles administrative follow-through, manages documents and reminders, and makes sure the right information gets to the right place.

When in doubt, clarify what decision is needed, handle what you can, and give the CEO a tight update: what is done, what is pending, and what needs her.

RightStaff was recognized by INC 5000 as one of the fastest growing companies in the nation. RightStaff's unique process and approach to staffing has enabled us to provide services that far exceed our competitors in the areas of resource qualification, delivery and performance measurement.

Voted Best Places to work in the Dallas/Fort Worth area. RightStaff is a nationwide IT solutions partner. We offer a full range of services, covering recruitment, project management, rollouts, project deployment, staffing, consulting services, and direct hire placement.

RightStaff is continuing to grow our service offerings every year, offers excellent compensation, and a great opportunity for career growth.