Executive/Personal Assistant

• Location: Southlake, TX
• Type: Dallas:Fin/Acct/HR:Contract External
• Job #9782

CONTRACT-TO-HIRE: Executive/ Personal Assistant 9782

Previous experience supporting a C-Suite executive and/or family with children is required. Please note this is fully on-site in the Grapevine/Southlake area.

EXECUTIVE/PERSONAL ASSISTANT TO THE CEO
POSITION SUMMARY:

As Executive/Personal Assistant to the CEO, this position provides comprehensive support to the top executive and founder of the organization, managing both office and home responsibilities. The role requires a highly organized and proactive individual who can handle a wide range of administrative and executive support tasks with discretion and confidentiality. The EA must be able to employ independent judgement, make decisions, prioritize, and take action in certain matters on behalf of the CEO.

ESSENTIAL DUTIES/RESPONSIBILITIES:

• Serves as first the point of contact for the CEO’s office,  interacting with clients, visitors,  employees, and vendors
• Assists in managing the CEO’s schedule, meetings, task list, and communications with internal and external constituents as requested
• Reviews and organizes the CEO’s email inbox and may reply to specific emails on behalf of the CEO
• Arranges business and personal  travel and accommodations for the CEO and prepares and submits related travel expenses
• Coordinates logistics including catering for both business and personal events
• Performs clerical/administrative tasks such as assisting in drafting, preparing, proofreading, printing, and sending letters, emails, memos, invoices, forms, reports, and other documents on behalf of the executive
• Assists with meeting preparation and taking and distributing meeting minutes
• Makes daily deposits of accounts receivable payments received from clients
• Works with Chief of Staff on special projects as requested
• Receives, scans, and distributes office mail to staff
• Maintains the main phone line and may welcome visitors who come to the office
• Acts as the office manager ensuring office supplies are available and office equipment is in working order
• Acts as personal assistant to the CEO and has autonomy to manage CEO’s personal matters away from the office for the CEO and specific family members
• Personal duties for the CEO may include but are not limited to:

• Childcare: Picking up the child (one) from school, taking them to various activities or appointments, and assisting with homework
• Home maintenance: Tidying the home, ensuring the living spaces are picked up and organized, taking out the trash if needed. Occasionally meeting home maintenance workers during the day
• Pet care: Walking the dog and attending to its daily needs
• Grocery shopping: Selecting and purchasing food items as per the household’s preferences and needs
• Meal preparation: Assisting in meal planning and prepping for dinner
• Overnight stays: Being available for occasional overnight stays to care for the child when required

ESSENTIAL QUALIFICATIONS/SKILLS/ABILITIES:

• Excellent communication skills, both verbal and written
• Exceptional organizational skills with impeccable attention to detail
• Flexibility to handle both professional and personal assignments
• Highly reliable and trustworthy
• Ability to make decisions and solve problems
• Ability to exercise good judgement in various situations
• Personable and able to work well with clients, vendors, employees, and teams
• Proficient in the use of Microsoft Office Suite, especially PowerPoint and Excel
• Experienced in using web-based communications such as Microsoft Teams applications, webinar meeting platforms, and social media
• Experience working with a CRM system, preferably Bullhorn
• Able to handle confidential information with discretion
• Must possess a valid Texas driver’s license and automobile insurance to be able to legally drive a personal vehicle to run errands and transport other people as needed
• Must be friendly, patient, kind and able to work well with children and pets
• Able to occasionally work outside of regular business hours, including evenings and weekends
• Occasional travel may be required

• Fluent in English
• Non-smoker

PREFERRED QUALIFICATIONS:

• Knowledge of CRM Bullhorn system
• Knowledge of QuickBooks a plus

EDUCATION AND EXPERIENCE:

• Bachelor’s degree
• Minimum 2-3 years’ work experience in a relevant environment

PHYSICAL REQUIREMENTS:

• Position is accomplished 70% in a temperature-controlled office/home environment and 30% out of the office in a personal vehicle, attending to errands related to office needs or the CEO’s personal matters and childcare
• Must be able to legally drive a personal automobile
• Must be able to utilize a computer, phone, Teams applications and/or similar programs and text
• Must be able to sit, stand, walk, run at various times, see and hear

#IND