Location: Southlake, TX

Schedule: Monday–Friday | 9:00 AM–5:00 PM | On-Site

Compensation: Depending on experience

Job Description: Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and organizational support to executive leadership, helping ensure efficient daily operations and effective time management. This role requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate is proactive, resourceful, and capable of anticipating executive needs, coordinating schedules, facilitating communication, and handling confidential information with the utmost integrity.

Key Responsibilities

Executive Support and Calendar Management

• Manage executive calendars, schedule meetings, coordinate appointments, and prioritize competing commitments.
• Arrange domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• Prepare meeting agendas, presentations, reports, and other executive materials.
• Track deadlines, follow up on action items, and ensure important tasks and commitments are completed.
• Anticipate executive needs and proactively identify opportunities to improve efficiency.

Communication and Coordination

• Serve as a primary point of contact for internal and external stakeholders on behalf of executive leadership.
• Manage incoming calls, emails, correspondence, and requests with professionalism and discretion.
• Coordinate meetings, conferences, and company events, including logistics and follow-up communications.
• Facilitate communication across departments to support alignment and timely execution of priorities.

Administrative and Operational Support

• Prepare, organize, and maintain documents, presentations, records, and filing systems.
• Assist with expense reporting, invoice processing, purchase requests, and budget tracking as needed.
• Support special projects, research, data gathering, and preparation of executive reports.
• Maintain organized systems for tracking projects, deadlines, and key business information.
• Identify and implement process improvements to enhance administrative efficiency.

Confidentiality and Professionalism

• Handle sensitive business, personnel, financial, and executive information with strict confidentiality.
• Exercise sound judgment when managing competing priorities and sensitive situations.
• Represent executive leadership and the organization with professionalism and discretion.

Qualifications and Requirements

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Previous experience in an executive assistant, administrative assistant, or comparable support role preferred.
• Proficiency in Microsoft Office or Google Workspace, including calendars, spreadsheets, presentations, and email.
• Strong written and verbal communication skills.
• Excellent organizational, time-management, and problem-solving abilities.
• Demonstrated ability to manage multiple tasks, meet deadlines, and adapt to changing priorities.
• High level of accuracy and attention to detail.
• Ability to handle confidential information and exercise sound judgment.
• Strong interpersonal skills and the ability to work effectively with individuals at all organizational levels.

Core Competencies

• Organization and prioritization
• Proactive problem-solving
• Professional communication
• Discretion and confidentiality
• Flexibility and adaptability
• Attention to detail
• Relationship management
• Time management and follow-through
• Initiative and accountability

Work Environment

This position operates in a professional business environment and requires regular interaction with executive leadership, employees, clients, vendors, and other stakeholders. The role may require occasional schedule flexibility to accommodate executive priorities, meetings, or business travel.

Measures of Success

Success in this role will be demonstrated through:

• Effective management of executive schedules and priorities.
• Timely and accurate completion of administrative responsibilities.
• Clear, professional, and responsive communication.
• Strong coordination of meetings, travel, and special projects.
• Consistent protection of confidential information.
• Improved organizational efficiency and proactive support of executive objectives.

Equal Employment Opportunity

The organization is committed to providing equal employment opportunities to all qualified applicants and employees. Employment decisions are made in accordance with applicable laws and organizational policies.