Executive Assistant

About the role

Location: Dallas, TX. A well-established, privately held organization is seeking an exceptional Executive Assistant / Personal Assistant to provide a blend of high-level executive, personal, household, and project support to a senior executive/principal. This is a unique opportunity for someone who enjoys being the person who keeps everything moving. The role will span traditional executive support, personal assistance, project coordination, household logistics, vendor management, and special projects. The ideal candidate is highly organized, proactive, resourceful, and comfortable taking ownership without needing constant direction. This person will serve as a trusted extension of the executive, anticipating needs, managing competing priorities, coordinating people and vendors, and ensuring both professional and personal details are handled thoughtfully and efficiently.

Responsibilities

• Manage a complex calendar, appointments, meetings, and personal commitments.
• Coordinate business and personal travel, including detailed itineraries and logistics.
• Manage correspondence, communications, and follow-up items with professionalism and discretion.
• Prepare documents, presentations, correspondence, and other materials as needed.
• Coordinate personal appointments, reservations, and lifestyle logistics.
• Handle purchasing, online orders, exchanges, returns, and other personal errands.
• Maintain organized files, records, contacts, and important information.
• Anticipate needs and proactively address issues before they become problems.
• Take ownership of personal, professional, and household projects from planning through completion.
• Develop timelines, action items, and project plans and ensure deadlines stay on track.
• Coordinate multiple stakeholders and follow up to keep projects moving.
• Research vendors, services, products, and solutions and provide thoughtful recommendations.
• Identify opportunities to improve organization, efficiency, and overall day-to-day operations.
• Troubleshoot issues and independently determine appropriate solutions.
• Coordinate maintenance, repairs, inspections, preventative services, and other property-related needs.
• Serve as a primary point of contact for household vendors, contractors, and service providers.
• Schedule appointments and oversee vendor visits and service completion.
• Obtain estimates, compare proposals, and coordinate approvals as appropriate.
• Maintain organized records related to warranties, service history, manuals, vendors, and household projects.
• Ensure projects and services are completed to a high standard and within expected timelines.
• Track project and household-related budgets and expenses.
• Review invoices for accuracy and coordinate payments as appropriate.
• Maintain organized financial and administrative records.
• Assist with expense tracking, reporting, and reconciliation.
• Coordinate administrative details associated with personal and professional projects.
• Assist with dinners, gatherings, celebrations, and special events.
• Coordinate invitations, RSVPs, vendors, reservations, and event logistics.
• Assist with gifts, seasonal planning, special occasions, and family-related projects.
• Handle miscellaneous personal and lifestyle projects with a high level of care and discretion.

Requirements

• 5+ years of experience in executive assistance, personal assistance, operations, project coordination, hospitality, or a related field.
• Experience supporting a senior executive, principal, entrepreneur, or high-net-worth individual is highly valued.
• Exceptional organizational and project management skills