Executive Personal Assistant

Job Overview
We are seeking a highly experienced and results-driven Executive & Personal Assistant to provide comprehensive support to the a private business executive and their family. This position combines high-level executive administrative support with personal household management, ensuring that both professional and private matters run efficiently and smoothly.

The ideal candidate will be very detail-oriented, proactive, solutions-driven, and able to anticipate needs before they arise. They will act as a trusted gatekeeper, liaison, and right-hand partner to the Founder, enabling them to focus on strategy, leadership, and growth initiatives.

This role requires exceptional discretion, a service-first mindset, and the ability to thrive in a fast-paced, dynamic environment where priorities can shift quickly.

Job Duties - Executive Support

Provide comprehensive administrative support to the Founder & CEO, ensuring professional operations run smoothly:

• Maintain a complex, dynamic calendar for both internal and external meetings.
• Proactively resolve scheduling conflicts and anticipate timing needs.
• Ensure the executive is prepared with agendas, talking points, and materials before every meeting.
• Act as the first point of contact, screening calls, emails, and messages.
• Draft, edit, and send correspondence on behalf of the executive.
• Ensure timely follow-up on all business communications.
• Arrange business and personal travel, including flights, hotels, ground transportation, restaurant reservations and itineraries.
• Prepare detailed travel packets with necessary documentation and contingency plans.
• Coordinate meeting logistics, including rooms, catering, and technology setup.
• Capture meeting notes, assign follow-up tasks, and track completion.
• Maintain a secure and organized filing system for contracts, reports, and sensitive documents.
• Prepare reports and summaries for strategic decision-making.

Job Duties - Operational & Project Management

Take ownership of projects and support operational efficiency:

• Prepare expense reports, budgets, and reconciliations for business accounts.
• Conduct research and present findings for various initiatives or decisions.
• Support philanthropic or community engagement activities, such as charity events or foundations.
• Develop systems and workflows to improve organization and efficiency across both domains.
• Provide oversight on long-term projects and initiatives.
• Take on projects to execute business growth responsibilities and tasks such as opening new field offices for the various subsidiaries.

Job Duties - Occasional Personal Support

Ensure the smooth running of the executive’s personal and household affairs:

• Help manage personal appointments, family events, and social obligations.
• Oversee some household management, including staff coordination (housekeepers, landscapers, vendors).
• Handle personal errands such as shopping, reservations, and gift buying.
• Assist with family travel arrangements and leisure itineraries.
• Coordinate home maintenance and improvement projects, liaising with contractors and service providers.
• Organize private events, dinners, and gatherings with attention to detail.

Day-to-Day Activities

A typical day may include:

• Reviewing the executive’s schedule and preparing briefing notes.
• Confirming travel details and ensuring documents are ready for upcoming trips.
• Coordinating with internal teams to prepare materials for a key meeting.
• Screening emails and responding to urgent messages.
• Scheduling a contractor for home repairs and handling payment logistics.
• Researching vacation options or finding a venue for a private dinner event.
• Processing expense reports and tracking vendor invoices.
• Providing a summary update to the executive at the end of the day.
• Grocery shoppoing and/or picking up meals for the family.

Required Qualifications

Experience

• 5 years of experience supporting senior leaders in a combined executive/personal assistant capacity.
• Proven ability to manage both business and household responsibilities simultaneously.
• Experience working in high-demand, fast-paced environments.

Technical Skills

• Strong Proficiency in Microsoft Office Suite and Google Workspace (Gmail / Google Calendar, etc.).
• Strong technical aptitude for scheduling systems, CRM platforms (Salesforce, and digital filing (Dropbox).

Core Competencies

• Organization: Exceptional time management and ability to handle multiple priorities with grace.
• Communication: Clear, professional written and verbal communication skills.
• Confidentiality: Absolute discretion when handling sensitive business or personal information.
• Initiative: Anticipates needs and acts proactively without needing detailed instructions.
• Problem-Solving: Ability to quickly assess challenges and find effective solutions.
• Adaptability: Comfortable pivoting as priorities shift throughout the day or week.

Work Environment & Expectations

• Standard hours are typically 7 AM to 4 PM, with flexibility for evenings or weekends when needed.
• Position may require travel for business or family support.
• Must maintain a professional appearance and demeanor at all times.
• This is a hybrid position with work in person and remote.

Pay: $18.00 - $22.00 per hour

Expected hours: 12.0 – 20.0 per week

Benefits:

• Flexible schedule

Education:

• Associate (Required)

Experience:

• Administrative: 4 years (Required)

Ability to Commute:

• Denton, TX (Required)

Willingness to travel:

• 50% (Required)

Work Location: Hybrid remote in Denton, TX

Salary : $18 - $22