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Executive/Personal Assistant to the CEO

Arbor

Arbor

Austin, TX, USA
Posted on Thursday, July 4, 2024

Job Summary:

We are looking for a dedicated and detail-oriented Executive/Personal Assistant to provide comprehensive support to an Austin-based CEO/founder and his family. This role combines both professional and personal assistant duties, enabling our executive to optimize their productivity and work-life balance. The ideal candidate will have a proactive approach, exceptional organizational skills, and the ability to handle a wide range of tasks discreetly and efficiently.

Key Responsibilities:

Professional Tasks:

  • Manage and optimize the executive's calendar, including scheduling meetings, coordinating travel, and ensuring all engagements are timely and logistically prepared.

  • Handle communications on behalf of the executive, including managing email, answering phone calls, and relaying messages accurately.

  • Set up efficient documentation for the executive’s key meetings, including meeting notes, summaries, and follow-up tasks.

  • Arrange comprehensive travel plans for both business and personal trips, including transportation, lodging, and itinerary management.

  • Manage the executive’s expenses, including tracking and reporting for reimbursements

  • Function as a virtual “office manager”, organizing company events and private gatherings, procuring and managing swag, preparing and mailing team gifts, and generally supporting company culture.

Personal Tasks:

  • Proactively manage the family’s overall schedule and associated logistics.

  • Coordinate daily household management tasks such as overseeing home maintenance, managing service providers, and handling emergencies.

  • Manage logistics for family and children, including school activities, medical appointments, and extracurricular programs.

  • Plan and manage the preparation of family meals and keep groceries stocked.

  • Plan and organize family events and personal appointments, restaurant reservations, and other regular family scheduling.

  • Undertake personal shopping, run errands, and manage household supplies.

  • Coordinate personal travel arrangements and organize family holidays.

Children and Family Support:

  • Arrange and manage schedules for children’s activities, transport or arrange for child transportation.

  • Serve as a liaison for educational communications, helping to keep track of academic obligations and school meetings.

Qualifications:

  • Proven experience as an Executive Assistant, Personal Assistant, or similar operational management role with at least 3 years in a high-level support role.

  • Proactive, creative, and passionate about solving complex or undefined problems.

  • Exceptional organizational and time-management skills.

  • Excellent verbal and written communication abilities.

  • Discretion with personal and confidential information.

  • Bachelor’s degree preferred or equivalent experience.

Benefits:

  • Competitive salary and comprehensive benefits package.

  • Close access to successful founder/CEO with immense growth opportunities.

How to Apply:

Interested candidates should submit a resume and cover letter detailing their qualifications and why they are a good fit.