Executive Personal Assistant

Overview

This role extends beyond the traditional Executive Assistant duties. Serving as the trusted Executive Personal Assistant to our Founder and CEO, you will enhance the founder’s productivity by managing a blend of business, personal, and entrepreneurial responsibilities. Working closely with the Chief of Staff, your role covers everything from intricate calendar and travel coordination to handling personal projects, real estate matters, financial administration, and special initiatives.

This position suits individuals who flourish in fast-paced settings, anticipate problems proactively, and maintain order amidst complexity through superb organization, discretion, flexibility, and a strong service mindset. Although mainly based in the Farmers Branch office, occasional in-person support at the CEO’s home, meetings, events, or errands is expected.

Key Duties

• Manage complex calendars integrating business, personal, and family engagements.
• Organize appointments, meetings, reservations, adjusting schedules proactively and communicating changes to relevant parties.
• Handle email management including prioritization and follow-ups.
• Coordinate personal requests such as gift purchases and special errands, also providing onsite assistance when necessary.
• Plan and arrange travel (domestic and international), including all logistics such as flights, lodging, transportation, dining, and detailed itineraries.
• Support coordination for conferences, networking events, CEO forums, entrepreneurial groups, and family travel needs.
• Ensure travel arrangements are seamless by foreseeing needs and resolving potential issues in advance.
• Oversee invoicing, payment processing, and timely management of expenses across personal, business, and real estate domains.
• Assist with monthly financial reconciliations, reporting, and maintaining organized documentation for tax purposes.
• Collaborate with bookkeepers, CPAs, financial advisors, vendors, and banking institutions.
• Support rental property management through tenant communications, maintenance scheduling, lease monitoring, and vendor coordination.
• Facilitate founder’s podcast operations, managing guest scheduling and related logistics.
• Partner with marketing and social media teams to coordinate content calendars and promotional efforts.
• Contribute to special projects including research, presentations, and various business initiatives as required.
• Maintain ongoing communication with the Chief of Staff to monitor priorities, project progress, deadlines, and follow-ups.
• Create weekly status updates outlining completed tasks, upcoming priorities, and pending items.
• Continuously seek improvements in systems, workflows, and organizational strategies.

Qualifications

• A minimum of three years supporting founders, CEOs, executives, entrepreneurs, or senior professionals.
• Strong organizational, time management, and multitasking capabilities with a detail-oriented approach.
• Excellent written and oral communication skills.
• High standards of professionalism, discretion, and sound judgment handling confidential information.
• Proven experience managing complex scheduling and executive travel coordination.
• Familiarity with bookkeeping, expense tracking, invoice processing, and financial administration.
• Knowledge or experience in property management or real estate administration is advantageous.
• Ability to work autonomously with foresight to anticipate needs.
• Proficiency in Google Workspace and Microsoft Office suites.
• Interest and capability in utilizing AI productivity tools to enhance efficiency.
• Possession of a valid driver’s license and dependable transportation.
• Preferred: Experience with QuickBooks Online, podcast/personal brand support, and a bachelor's degree or equivalent experience.

Success Traits

• Highly organized and meticulous attention to detail.
• Proactive problem-solver and resourceful planner.
• Remains calm under stressful or dynamic conditions.
• Trustworthy with sensitive and confidential information.
• Comfortable adjusting to shifting priorities.
• Always anticipates needs in advance.
• Dedicated to supporting others’ success.
• Professional, polished, and focused on solutions.

Why Work with Us?

• Opportunity to work closely with a thriving entrepreneur and company founder.
• Join a rapidly growing, entrepreneurial business environment.
• Gain experience across multiple disciplines including business operations, executive leadership, real estate investment, and strategic initiatives.
• Make a tangible impact by enabling the Founder to focus on top priorities.
• Enjoy competitive pay, comprehensive benefits, and avenues for career advancement.