Executive Personal Assistant

Executive Assistant / Personal Assistant (EA/PA) — CEO-Level Support

Location: Austin, TX (In-Person)

We are hiring an Executive Assistant / Personal Assistant (EA/PA) to support a high-profile executives across business and personal priorities. This is a very high-trust role requiring excellent judgment, discretion, responsiveness, and execution.

This position requires the candidate to be flexible, including availability outside standard business hours as needed.

Location & Travel

• Based in Austin, TX with regular in-person support
• Day-to-day locations vary across the Austin area based on schedule and commitments
• Must be comfortable driving locally for operational needs (e.g., document/package pickup and drop-off)
• Occasional travel with the executive may be required

Responsibilities

Executive Support (Business)

• Manage and maintain a complex calendar across time zones
• Schedule and coordinate meetings, events, and travel
• Prioritize inbound requests and protect executive time
• Prepare the executive for meetings (agendas, docs, reminders, context)
• Handle confidential and sensitive communications with discretion
• Needs to be responsive on nights, weekends, and holidays.

Personal Assistant Support (Personal Operations)

• Manage professional and personal scheduling and appointments for the executive
• Coordinate household staff, vendors, and service providers
• Track bills, subscriptions, and recurring administrative tasks
• Coordinate home-related logistics (scheduling repairs, deliveries, maintenance)
• Organize events
• Run errands, assist with personal shopping
• Coordinate medical appointments, childcare coverage and other personal sensitive matters

Email, Communications & Executive Presence

• Manage multiple inboxes and triage communications
• Draft responses and follow-ups when appropriate
• Maintain tracking systems so nothing is missed
• Communicate professionally with high-profile contacts and stakeholders
• Represent the executive with strong executive presence in person when needed

Spreadsheets, Reporting & Admin Systems

• Maintain multiple spreadsheets for expense tracking and reporting (including tax-related organization)
• Ensure records are accurate, complete, and organized
• Maintain clear systems for recurring administrative workflows
• Coordinate with finance team on payments and invoices to vendors

HR and Oversight

• Interview nanny, housekeeper candidates
• Talk to vendors, contractors, hospitality managers, concierge services
• Coordinate with staff and manage employment matters

Qualifications

• 7+ years supporting senior executives (EA and/or PA)
• Experience supporting a high-profile executive (CEO/founder/UHNW or equivalent)
• Strong calendar management and scheduling experience
• High discretion and strong judgment with confidential matters
• High emotional intelligence and strong interpersonal skills
• Strong written communication and follow-through
• Comfortable managing spreadsheets and operational tracking
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Drive, Meet)
• Valid driver’s license and comfort driving locally as needed