Job Description

In office Monday through Friday, 8am to 5pm (can be flexible)

Executive Assistant to CEO

Status: Full-Time

Location: On-site – Houston, TX

Position Summary

We are seeking a highly organized, proactive Executive Assistant to provide high-level support to the CEO of a fast-growing, multi-site manufacturing company. This role serves as a true extension of the CEO, ensuring seamless coordination, communication, and execution across both professional and personal priorities. The ideal candidate is highly adaptable, anticipates needs, and thrives in an environment with constantly shifting demands, taking full ownership to ensure nothing falls through the cracks.

Key Responsibilities

Executive & Personal Support

• Provide comprehensive business and personal support to the CEO and spouse.
• Manage complex calendars, meetings, and scheduling while resolving conflicts and protecting executive priorities.
• Manage dynamic and often shifting priorities with sound judgment and discretion.
• Arrange travel and accommodations that take into consideration the CEO’s demanding schedule and travel preferences.
• Screen emails and calls, triage priorities, and draft responses when appropriate.
• Prepare and edit correspondence, presentations, reports, and internal communications.
• Be responsive to emails, texts, and phone calls outside of normal business hours as needed.
• Handle sensitive information and family affairs with the utmost discretion.

Project & Administrative Support

• Track special projects and key deliverables; follow up on action items.
• Organize meetings, prepare materials, and record notes as needed.
• Maintain organized digital and physical files, contracts, and documentation.
• Financial & Operational Coordination
• Manage expense tracking, reporting, and reimbursement workflows.
• Initiate and track all business and personal wire and ACH transactions; coordinate with all necessary parties for successful transfers.
• Assist with bill payments and bank accounts and related documentation.
• Support efficiency improvements related to payment and expense processes.

Vendor & Household Coordination

• Coordinate with household and business vendors and service providers across multiple households and properties.
• Assist with logistics related to multiple residences and properties, family matters, and special events.
• Ensure timely handling of invoices, contracts, and service agreements.

Qualifications

• Minimum 5+ years’ experience as a Personal or Executive Assistant supporting high-net-worth individuals, entrepreneurs, or C-suite executives.
• Strong financial acumen and experience with personal finance, accounting, and expense management; QuickBooks experience preferred.
• Tech-savvy with above average proficiency in Microsoft Office Suite, AI tools, and calendar platforms.
• Exceptional organizational skills and attention to detail.
• Proven ability to manage confidential information with discretion.
• Excellent interpersonal skills and ability to work with diverse teams and heavy workloads.
• Self-starter with a proactive mindset and ability to work independently in a fast-paced, dynamic environment.
• Ability to work effectively under pressure and meet deadlines.
• Flexibility to travel or work outside standard hours when needed.
• Bachelor’s degree preferred but not required.

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