Executive and Personal Assistant to the CEO

BlueBanc; Austin (TX); Hybrid; USD 65,000 - 75,000; Full time

Job summary

BlueBanc is hiring a full-time Executive and Personal Assistant in Austin, TX to support a CEO juggling multiple ventures. The role blends executive calendar management with personal household coordination, with in-person focus in The Domain and some remote work as needed.

Responsibilities span calendar, travel, document management, project tracking, reminders, and vendor coordination, alongside personal tasks like appointments, service providers, errands, and household logistics.

Qualifications

• 2+ years of experience supporting an entrepreneur or executive
• Based in Austin, able to work in-person in The Domain
• Proficient with M365 and Google Workspace, Slack, Zoom, and 1Password
• Valid driver’s license and reliable transportation

Responsibilities

• Own and manage CEO's calendar across multiple companies/time zones
• Prepare meetings with documents, context, and attendees
• Track projects and surface risks
• Manage documents across Google Drive and MS365 with organized folders
• Book travel, flights, accommodations, and logistics
• RSVP to events and manage calendar entries
• Book appointments and reservations
• Maintain and share CEO’s 1Password vaults and credentials
• Provide reminders and follow-ups for deadlines and tasks
• Conduct market research and build tracking spreadsheets
• Track expenses, payables, and receipts
• Create and update internal/external documents across Google and Microsoft tools

Skills

Time management

Organizational skills

Multitasking

Decision-making

Communication

Questioning/curiosity

Tools

M365

Google Workspace

Slack

Zoom

1Password

Job description

We're hiring a full-time Executive and Personal Assistant to support a CEO who wears several hats: he leads a neobank, is Managing Partner at a real estate firm, invests actively, and sits on multiple boards. This role covers both sides of his life: running the day-to-day of a demanding executive calendar and business operations, and keeping his personal life and household running without friction.

This is a hybrid role: primarily in-person in Austin, with remote work as the week allows. You must have a valid driver's license and reliable transportation.

Role & Responsibilities

Organization

• Calendar management: Own the CEO's calendar in a thoughtful and purposeful manner — scheduling, rescheduling, and confirming meetings; making sure each meeting has the right attendees, agenda, links, and prep. You are watching the calendar constantly, catching conflicts, double-bookings, and mishaps before they happen, and coordinating with teams across multiple companies and time zones to fix them.
• Meeting preparation: Prepare the CEO for every meeting, including making sure he has any documents he needs to review ahead of time and context on who he's meeting.
• Project tracking: Track projects and commitments across the CEO's businesses. Maintain trackers, chase status updates from the people responsible, and surface anything at risk of slipping.
• Document management: Upload, save, and manage documents across platforms (Dropbox, Google Drive, MS365) with a clear, consistent folder structure.
• Travel: Book and confirm flights, accommodations, ground transportation, and logistics.
• RSVP: RSVP to events. Mark events and travel time on the calendar. Handle any prep the event requires.
• Appointments: Book appointments and make reservations (restaurants, doctor's appointments, personal services, etc.).
• 1Password: Maintain and organize the CEO's 1Password vaults — keep credentials current, structured, and properly shared; add new accounts as they're created; troubleshoot login issues.
• Reminders: Track and provide reminders on people the CEO needs to respond to, work deadlines, and special events.
• Research: Conduct market research or find information online on a topic, product, or service. Build and fill tracking spreadsheets for denser research.
• Expenses and payments: Track expenses, payables, and payments; save and categorize receipts; keep recurring items from being missed.
• To-do list: Manage and help tackle a never-ending to-do list.
• Documents: Create, manage, and update internal and external documents across Google and Microsoft platforms — Word, Excel, Docs, and Sheets. Troubleshoot and correct formatting errors in Word or Google Docs, including legal documents and contracts.

Personal Assistant

• Appointment coordination: Health and performance are a major priority, which means a steady cadence of doctor's visits, specialists, and treatment appointments. You'll book and confirm them, get them on the calendar with travel time, capture the instructions and follow-up guidance from each visit, and immediately schedule whatever comes next. You'll also help order and maintain his protocols, supplements, and routines — keeping the regimen documented, reordering before anything runs out, and tracking that the schedule is actually being followed.
• Service provider coordination: Coordinate the maid, meal chef, maintenance man, and any other service providers the household needs. Schedule them, be their point of contact, let them in and oversee the work when needed, confirm the job was done right, and make sure they're paid.
• Errands: Run errands such as prescription pick-up, grocery shopping, dry cleaning, and random purchases.
• Chauffer: Drive him to appointments.
• Inventory management: Help run the household inventory and replenishment system so nothing runs out.
• Light tidying: Straightening up of the condo on occasion - no cleaning, he has a fantastic maid - and organizing when new items are delivered.
• Troubleshoot: Find solutions to a wide variety of personal and household problems. If a laptop isn't working, you handle it. If there's a trip coming up, you might help pack, purchase supplies, arrange deliveries to the hotel, book transportation, and be at the house for a scheduled delivery while he's away.

Skills

As a rockstar Executive Assistant, you have mastered time management, organizational skills, juggling multiple priorities, decision-making, and communication.

• You're not afraid to ask questions, 'bother' us, and reach out when you need help
• You understand the CEO's goals and objectives so you can anticipate deliverables and follow up when necessary
• You have a bias for action and love crossing things off your to-do list
• You can manage multiple tasks and projects without dropping the ball or missing a deadline
• You love to turn chaos into structure, making lists and creating processes
• You are a people person and have no problem speaking to and working with others, and following up until you get your answer
• You can anticipate problems and seek solutions to save time and ease processes
• You take ownership of every assignment you are given
• You hold yourself and others to high standards
• You have an "I\'ll figure it out" attitude and love to problem solve

Requirements

• You are a detail-oriented and organized individual who loves crossing tasks off your list and enjoys managing the day-to-day operations of a business
• 2+ years of experience as an assistant supporting an entrepreneur, business owner, or corporate executive
• Understand and can use M365 products
• Proficient in Google Workspace and other tech tools like Slack, Zoom, 1Password, and more
• Able to handle confidential information and maintain complete discretion
• Valid driver's license and reliable transportation
• Based in Austin and able to work in-person in The Domain
• A flexible schedule, and you enjoy an environment where no two days look the same
• Experience in customer support or a customer-facing industry (e.g. retail or hospitality) is a plus
• Bonus: experience supporting an executive who runs multiple companies, or experience in financial services, real estate, or a law office
• Bonus: experience working in the medical industry in any capacity
• Bonus: fluency in Spanish
• (please highlight clearly any ‘bonuses’ in your application materials)

What's it like working with us?

• We work with a 'Mission First' attitude
• The CEO is a kind, compassionate, supportive leader (every employee under him would tell you the same) and a great mentor
• You'll work across several businesses in different industries — including banking and real estate — plus his investments and board commitments, and you'll learn all of them along the way
• No two days look the same, and you'll have real ownership from the start

Location

In-person in The Domain, Austin, Texas, with remote flexibility. Full time.

Hours & Compensation

$65,000–$75,000 per year, depending on experience.

Standard hours are Monday through Friday, 9:00 am to 5:00 pm. Flexibility outside those hours is part of the job — early appointments, coverage while he's traveling, and the occasional ad hoc weekend ping are all normal here. If a rigid 9-to-5 is what you're looking for, this isn't the right role.