Executive Assistant

Executive Assistant

Our client in the Dallas, TX area is seeking an Executive Assistant to the CEO for a Direct Hire opportunity. This is an in office position, Monday through Friday.

Client Profile

• Established, privately held organization

• Multiple business divisions

• Longstanding leadership team

• Professional, relationship driven environment

• Stable organization with a strong history of business operations

Executive Assistant Role

The Executive Assistant to the CEO will serve as a trusted partner to the Chief Executive Officer, providing high level administrative, organizational, and operational support. This position requires exceptional attention to detail, sound judgment, discretion, and the ability to anticipate executive needs while managing competing priorities.

The ideal candidate is an experienced executive support professional who understands the importance of building a strong working relationship with senior leadership, adapting to established preferences, and maintaining the highest standards of confidentiality.

• Manage the CEO's calendar, appointments, meetings, and daily priorities to ensure efficient use of time.

• Oversee incoming communications, including email, voicemail, correspondence, and inquiries, prioritizing matters requiring executive attention.

• Prepare, transcribe, proofread, and format correspondence, reports, presentations, and other executive communications.

• Coordinate domestic and international travel arrangements, including itineraries, meeting schedules, and supporting documentation.

• Organize executive materials, communications, and briefing documents according to established preferences.

• Support Board of Directors activities, including meeting coordination, preparation of board materials, meeting minutes, and follow up communications.

• Serve as a professional point of contact between the CEO, senior leadership, board members, business partners, and other stakeholders.

• Prepare expense reports, track important deadlines, and maintain accurate records.

• Assist with financial reports, spreadsheets, and executive presentations as needed.

• Research and coordinate sensitive matters, exercising discretion when determining appropriate next steps.

• Support special projects and initiatives, tracking progress and ensuring timely completion.

• Anticipate executive needs, identify opportunities to improve efficiency, and implement solutions while respecting established workflows.

• Maintain strict confidentiality regarding business operations, executive communications, and sensitive information.

• Provide occasional support outside standard business hours when necessary to accommodate executive travel or time sensitive matters.

Executive Assistant Qualifications

• Bachelor's degree required.

• 7 to 10 years of experience supporting C suite executives, preferably including direct support to a CEO or similarly senior executive.

• Exceptional organizational skills with meticulous attention to detail and accuracy.

• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, as well as Adobe Acrobat.

• Strong Excel capabilities, including experience with PivotTables, VLOOKUP, and spreadsheet reporting.

• Excellent transcription, proofreading, document preparation, and written communication skills.

• Experience coordinating executive calendars, complex travel arrangements, and confidential correspondence.

• Experience supporting board meetings, preparing executive materials, or coordinating meeting minutes preferred.

• Familiarity with AI tools for drafting, editing, and refining business communications.

• Project coordination or project management experience is a plus.

• Proven ability to handle sensitive and confidential information with integrity and sound judgment.

• Strong interpersonal skills and the ability to establish trusted relationships with senior executives and stakeholders.

• Comfortable supporting an executive with established working preferences and traditional administrative processes.

• Proactive, resourceful, adaptable, and capable of working independently with minimal supervision.

• Ability to manage competing priorities, meet deadlines, and maintain professionalism in a demanding executive environment.

• Flexibility to respond to occasional business needs outside regular office hours.

Features and Benefits

• Medical, dental, and vision insurance

• Basic life and AD&D insurance

• Voluntary life and AD&D insurance options

• Long term disability insurance

• Discount card benefits program

• Flexible Spending Accounts for medical and dependent care expenses

• 401(k) retirement savings plan with employer match

• Potential discretionary annual bonus