Special Assistant to the CEO

About the role

Our client, a dynamic and fast-growing mission-driven organization in Dallas, Texas is seeking a highly resourceful and service-minded Special Assistant to the CEO. This is not a traditional desk-based Executive Assistant position. The Special Assistant will serve as an extension of the CEO, helping manage the details, logistics, changing priorities, and day-to-day needs that allow a busy executive to operate efficiently. This position is ideal for an organized, energetic professional with a strong hospitality or service mentality who is comfortable handling everything from executive scheduling and meeting preparation to errands, logistics, events, and unexpected needs.

Responsibilities

• Manage a complex and frequently changing executive calendar, including scheduling, confirmations, meeting coordination, and last-minute adjustments.
• Coordinate meetings, meals, transportation, reservations, and other day-to-day logistics for the CEO.
• Prepare meeting materials, agendas, background information, presentations, and other resources as needed.
• Track commitments, reminders, follow-up items, and important deadlines to ensure nothing falls through the cracks.
• Handle correspondence and sensitive information with professionalism, discretion, and sound judgment.
• Serve as a hands-on resource for the CEO when unexpected needs or changing priorities arise.
• Handle occasional personal errands and logistics that help maximize the CEO's time and effectiveness.
• Coordinate stakeholder meetings, visitors, dinners, events, and other special engagements.
• Assist with special projects, research, presentations, information gathering, and logistical problem-solving.
• Work collaboratively with existing internal support resources while stepping in wherever additional assistance is needed.
• Remain physically available onsite to address needs while the CEO is traveling or working throughout the Dallas area.
• Take ownership of miscellaneous tasks as they arise, whether that means coordinating an important meeting, running an errand, helping with an event, moving materials, or solving an unexpected problem.

Requirements

• Approximately 2–4 years of professional experience preferred; equivalent experience and demonstrated capability will be considered.
• Exceptional organization and time-management skills.
• Strong service mentality with the ability to anticipate needs.
• Highly resourceful and able to independently figure out solutions.
• Comfortable working in an environment where priorities may change quickly.
• Mature, polished, responsive, and professional when interacting with executives and external stakeholders.
• Strong written and verbal communication skills.
• High level of discretion when handling confidential or sensitive information.
• No task-too-small mentality.
• Ability to remain calm and solutions-focused when plans change.
• Strong general technology aptitude and ability to learn new systems quickly.
• Comfortable working within Google Workspace and other productivity platforms.
• Comfortable thoughtfully utilizing AI-based tools to improve efficiency while exercising independent judgment.
• Bachelor's degree preferred but not required with equivalent professional experience.

Benefits

• Comprehensive medical benefits, including a strong PPO option.
• Dental and vision coverage.
• 401(k)/retirement savings program.
• Paid time off and company holidays.