Executive Assistant - PT 8-12hrs/week

Job Purpose/Summary

We are seeking a highly organized, resourceful, and technology-savvy Part-Time Executive Assistant to the CEO to provide high-level administrative and operational support. This role is ideal for an experienced executive support professional who thrives in a fast-paced environment, exercises excellent judgment, and can independently manage priorities with limited oversight.

The position is remote and requires approximately 8–12 hours per week. Because the Executive Assistant will provide in-person support for quarterly off-site meetings and other key leadership events, averaging no more than one event per quarter, candidates must reside in the Dallas-Fort Worth area and be available to attend required meetings in Dallas.

The successful candidate will be highly comfortable with technology, including AI-enabled productivity tools, and adept at managing executive calendars, communications, travel, expenses, and meeting logistics while maintaining confidentiality and professionalism.

Remote position; candidates are required to reside in the Dallas-Fort Worth area.

Duties and Responsibilities

Executive and Calendar Support

• Manage the CEO’s calendar, including scheduling, rescheduling, and coordinating internal and external meetings.
• Proactively identify scheduling conflicts, competing priorities, and opportunities to maximize the CEO’s time.
• Coordinate meeting details, materials, technology, and logistics.
• Provide reminders and preparation materials for upcoming meetings and commitments.

Travel and Expense Administration

• Coordinate domestic travel arrangements, including flights, lodging, ground transportation, and itineraries.
• Prepare organized travel itineraries and adjust arrangements when plans change.
• Prepare and submit accurate and timely expense reports and maintain supporting documentation.

Board and Leadership Meeting Support

• Coordinate Board meeting logistics, including scheduling, venue or virtual arrangements, meals, materials, and meeting needs.
• Assist with the preparation and distribution of Board and executive meeting materials.
• Support quarterly leadership or executive off-site meetings in the Dallas area.
• Assist with the annual leadership meeting, including scheduling, venue coordination, travel logistics, communications, and materials.
• Track meeting follow-ups and help ensure action items are communicated and completed.

Technology and Administrative Support

• Use productivity and collaboration technology to streamline executive support activities.
• Use AI-enabled tools appropriately to improve efficiency, organize information, prepare drafts, summarize content, and support administrative workflows while safeguarding confidential information.
• Quickly learn and adapt to new applications, technology, and business processes.
• Identify opportunities to streamline or automate recurring administrative tasks.
• Maintain organized electronic files, records, meeting materials, and executive resources.

Ideal Candidate

The ideal candidate is an experienced executive support professional who does not need a traditional 40-hour workweek to make a significant impact. They are proactive, exceptionally organized, comfortable operating independently, and able to quickly distinguish what requires the CEO’s attention from what can be resolved or coordinated on the CEO’s behalf.

They are naturally curious about technology and comfortable adopting tools such as Microsoft Copilot or comparable generative AI solutions to work more efficiently while exercising appropriate discretion with confidential and sensitive information.

Success in this role requires someone who can provide high-trust, high-impact support within an 8–12-hour weekly schedule rather than simply completing a traditional list of administrative tasks.

Minimum Qualifications

Education

• High school diploma required; bachelor’s degree in Business Administration or a related field preferred.

Experience and Training

• Prior experience in an Executive Assistant capacity.

Professional Certification or License

• Not applicable.

Skills and Abilities

• Excellent verbal and written communication skills, including writing, editing, and proofreading.
• Sound judgment and the ability to prioritize and make decisions.
• Excellent organizational and time-management skills, with strong attention to detail.
• Proven ability to meet deadlines.
• Ability to function effectively in a fast-paced and, at times, stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Ability to type a minimum of 50 words per minute.
• High proficiency with Microsoft Office Suite or similar software, with the ability to learn new or updated applications.

Working Conditions

Work is primarily performed remotely or in a professional office environment with no unusual hazards. Some travel, including occasional overnight stays, may be required. This role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Requirements

While performing the duties of this position, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, use their hands to finger, handle, or feel, and reach with their hands and arms.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time, with or without notice.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.