Executive / Personal Assistant

Job Description

ABOUT JOB

We are seeking a highly organized, proactive, and trustworthy Executive Assistant / Personal Assistant. This is a dual role: you will manage the Owner’s professional priorities — calendar, communications, travel, meetings, and follow-ups across multiple offices — while also handling personal and household matters that keep the Owner’s day on track.

Key Responsibilities — Executive Support

• Manage and protect the Owner’s calendar: schedule, prioritize, and reschedule meetings, calls, and appointments across the D.C., Houston, Dallas, and Miami offices and across time zones.
• Prepare meeting agendas, take notes, track action items, and follow up with staff and external partners to ensure deadlines and commitments are met.
• Prepare and organize documents, reports, presentations, and expense records; maintain accurate, well-ordered digital and physical files.
• Liaise on the Owner’s behalf with managers, vendors, clients, government and consular contacts, and other partners with professionalism and discretion.
• Track deadlines, renewals, and recurring obligations, and proactively flag what needs the Owner’s attention.

Key Responsibilities — Personal Assistant

• Handle personal scheduling, reminders, and appointments, keeping professional and personal calendars aligned and conflict-free.
• Manage personal documents, renewals, and correspondence, and follow up on personal commitments and deadlines.
• Anticipate the Owner’s day-to-day needs and resolve issues before they become problems, exercising complete discretion at all times.

Required Qualifications

• Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, or in a comparable high-level administrative support role.
• Proven ability to manage complex calendars, travel, and competing priorities for a senior leader or business owner.
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new tools and apps.
• Excellent written and verbal communication skills in both languages.
• Demonstrated discretion and a track record of handling confidential and sensitive information responsibly.
• Flexibility to respond to time-sensitive needs outside standard hours when reasonably required.

Preferred Qualifications

• Experience supporting a business owner or C-level executive, ideally in a small-business or multi-location setting.
• Associate’s or Bachelor’s degree, or equivalent professional experience.
• Notary commission (or willingness to obtain one).

Core Competencies

• Discretion & trustworthiness — protects confidential information without exception.
• Proactivity — anticipates needs and acts before being asked.
• Organization — manages many moving parts without dropping details.
• Adaptability — stays composed and effective when priorities shift quickly.
• Professional judgment — knows when to decide independently and when to escalate.
• Service orientation — approachable, dependable, and solution-focused.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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