Executive Assistant to the CEO

Job Overview
We are seeking a highly organized, proactive, and emotionally intelligent Executive Assistant to support the CEO of a growing company of 20 employees. The CEO is a single father with two school-age children, and the ideal candidate will excel at managing a complex schedule, protecting the CEO’s time, coordinating internal communication, and ensuring the CEO stays focused on the highest-impact priorities.

This role is part strategic partner, part administrative expert. You will handle email triage, scheduling, client coordination, staff communication filtering, and light personal support (school logistics, travel, forms, etc.). You are the gatekeeper, the organizer, and the person who ensures operations run smoothly behind the scenes.

This is a high-impact role with direct access to the CEO and significant autonomy.

1. Email & Communication Management (40%)

• Manage, organize, and triage the CEO’s inbox daily
• Draft, edit, and send emails on the CEO’s behalf using pre-approved guidelines
• Flag urgent issues and maintain a “Waiting For” follow-up tracker
• Prepare concise summaries of lengthy email chains or documents
• Serve as first point of contact for internal staff requests to the CEO

2. Calendar & Scheduling Management (25%)

• Own the CEO’s calendar end-to-end
• Schedule all internal and client meetings
• Protect focus blocks and ensure balanced daily workload
• Coordinate personal commitments (school events, appointments, travel)
• Anticipate scheduling conflicts and proactively resolve them

3. Staff Coordination & Operational Support (20%)

• Act as a gatekeeper for staff requests; route items appropriately
• Maintain a weekly “CEO Digest” summarizing what needs attention
• Prepare agendas and notes for meetings with staff
• Track commitments and ensure follow-through
• Standardize and streamline internal communication patterns

4. Personal Support & Logistics (10–15%)

• Coordinate school-related logistics (forms, events, reminders)
• Manage travel arrangements
• Handle basic household or life-administration tasks as needed
• Maintain confidentiality and professionalism at all times

5. Systems, Process & Executive Function Support

• Build efficient workflows to reduce CEO decision fatigue
• Create and maintain task management systems (Asana, ClickUp, Notion, etc.)
• Organize digital files, documents, and operational SOPs
• Proactively recommend improvements to processes

What Success Looks Like

• The CEO’s inbox stays below 20 actionable emails.
• The CEO’s schedule reflects priorities, not urgencies.
• Staff communicates through appropriate channels, reducing interruptions.
• The CEO has predictable focus time every day.
• Meetings are well-prepared, well-documented, and actionable.
• Nothing “falls through the cracks.”
• The CEO feels less overwhelmed and more strategically focused.

Required Qualifications

• 3–5+ years experience as an Executive Assistant, Chief of Staff, or senior administrative support role
• Exceptional written and verbal communication skills
• Strong ability to work proactively and independently
• Highly organized, systems-driven, and reliable
• Comfortable making decisions and pushing back respectfully
• High emotional intelligence and professional demeanor
• Ability to maintain strict confidentiality

Preferred Experience

• Experience supporting entrepreneurs, executives, or founders
• Comfortable coordinating with small teams (10–50 employees)
• Familiarity with project management tools (e.g., Asana, ClickUp, Notion)
• Experience in fast-paced environments with shifting priorities
• Ability to support both business and personal tasks seamlessly

Personality Fit

We are looking for someone who is:

• Direct and clear in communication
• Calm under pressure
• Consistent and reliable
• Proactive — sees what needs to be done before being asked
• Comfortable setting boundaries to protect the CEO’s time
• Not intimidated by managing high workloads or fast-moving environments

This is not a role for someone who needs constant direction — it’s for someone who enjoys running the executive’s world and keeping things in motion.

Job Type: Full-time

Pay: $60,000.00 - $100,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Retirement plan

Work Location: Hybrid remote in Fort Worth, TX 76107