Executive Assisitant

Mitigation Local; Hutchins (TX); Vor Ort; USD 65.000 - 90.000; Vollzeit

Zusammenfassung

Mitigation Local is seeking a hands-on executive assistant in Dallas to serve as the founder's right hand. You will manage calendars, communications, and routine tasks while maintaining systems across hiring, payroll, scheduling, and client relations.

You will own operational checkpoints, resolve issues within your authority, and escalate only when needed, ensuring timely completion of priorities in a fast-paced environment.

Qualifikationen

• 3+ years as an executive/personal assistant to a traveling owner or founder.
• Ability to take direction, move tasks forward, and close loops.
• Highly organized with strong attention to detail and deadlines.
• Lives in the DFW area with reliable transportation and flexibility to travel locally.

Aufgaben

• Manage the founder's calendar, meetings, and follow-ups; coordinate calls with candidates, clients, and vendors.
• Capture and organize inputs (voice notes, texts, tasks) in our system and push to completion.
• Prepare weekly priority/status updates for travel periods.
• Coordinate in-person meetings and client/vendor meals when needed.
• Oversee payroll/timekeeping tasks, invoicing, and file organization.
• Provide light personal support to free up founder time.

Kenntnisse

Executive assistant experience (3+ yrs

Proactive and self-managing

Highly organized

Discretion with confidential info

Strong written and verbal communicator

Technology fluent (G suite, basic apps

Local travel readiness (DFW)

Tools

QuickBooks

QuickBooks Payroll

GoHighLevel

Notion

Gmail & Google Calendar

Jobbeschreibung

About us

Mitigation Local has been doing restoration and mitigation work across DFW since 2015 — mold, biohazard, and contamination cleanup. We've taken that expertise into commercial and hospital janitorial, and we now run active janitorial contracts for national clients, including fulfillment centers here in DFW and out of state. We run on documented systems and automation. What we need is a sharp person in Dallas who keeps those systems moving.

The role

Our founder travels often and runs several businesses. You are his right hand in Dallas: the person who holds down the fort, keeps every loose end tracked, and gets things done without waiting to be told.

Most of our workflows (hiring, payroll, scheduling, client communication) are already automated, with human checkpoints built in. You own those checkpoints. You review, decide within your authority, push the button, and keep things moving. When something is truly outside your lane, you escape it clearly and briefly.

This is not a C-suite role and it is not an HR manager role. It's a hands‑on assistant role for someone who thinks like an operator — someone who will, in a sense, manage the founder: keep his priorities organized, keep him on schedule, and follow up until things are finished.

What you'll own

Executive support

• Manage the founder's calendar, meetings, and follow-ups; schedule calls with candidates, clients, and vendors


• Capture everything he hands you (voice notes, texts, quick asks), organize it in our system, and drive it to completion


• Prepare a short weekly priorities and status update so nothing is lost while he's on the road


• Coordinate in-person meetings and lunches, including hosting or representing the company when needed

Janitorial operations coordination

• Be the first point of contact for janitorial staff questions and resolve most of them yourself


• Make sure crews are on schedule, on task, and meeting standards at each site


• Communicate with on‑site client contacts on routine matters and keep them informed


• Visit our warehouse and client facilities as needed to check on supplies, equipment, and work quality

Hiring pipeline checkpoints

• Review incoming applicants against our written criteria (for example, screening a batch of 35 resumes down to the qualified ones)


• Reach out to qualified candidates and schedule calls and interviews


• Move candidates through our system and onboard new hires into our tools

Payroll and timekeeping

• Monitor clock‑ins and timesheets and fix missed punches with the employee


• Prepare the biweekly payroll run so it goes out on time, and flag anything unusual before it's submitted


• Add new employees to payroll and timekeeping systems

Billing and admin

• Make sure monthly client invoices go out on schedule


• Track vendor orders, receipts, and reimbursement paperwork


• Keep files, SOPs, and records organized and current

Light personal support

• Occasional personal errands and scheduling when they help free up the founder's time

How you'll operate

You won't always be able to reach the founder, so you need clear authority. Here is the starting framework; we'll refine it together during training.

Handle it

Handle it, then tell me

Escalate to me

Scheduling, calendar, routine follow‑ups

Staff scheduling changes and coverage gaps

Anything involving spending money outside approved budgets

Routine janitorial staff questions

Routine client requests from on‑site contacts

Hiring or firing decisions

Resume screening against our criteria

Payroll corrections and missed punches

Pricing, contracts, or scope changes with clients

Filing, data entry, and system updates

Vendor order issues

Complaints, safety incidents, or legal matters

We meet once a week (about 30 minutes) to review priorities. Outside that, you communicate in short, decision‑ready updates: what happened, what you did, and what you need from him (if anything).

Must have

• 3+ years as an executive or personal assistant to a busy owner, founder, or senior leader who traveled often. You already know how an executive's world runs and what they need before they ask (general errand‑running or front‑desk work alone isn't the experience we're looking for)


• Takes direction well, then runs with it. You don't need every step spelled out, and you keep things moving when the boss is traveling


• Highly organized; you track many moving pieces and close every loop


• Resourceful; when you don't know the answer, you find it


• Clear, professional communicator in writing and in person; presentable and comfortable representing the company


• Comfortable in a fast‑paced environment where priorities change


• Confident with technology and quick to learn new tools


• Lives in the DFW area, has reliable transportation, and can travel locally to sites (occasional overnight travel possible but rare)


• Discreet with confidential business and employee information

Nice to have

• Experience with payroll, timekeeping, or HR administration


• Experience in janitorial, facilities, restoration, or field‑service operations


• Experience with QuickBooks, a CRM such as GoHighLevel, Notion, and Google Workspace


• Bilingual (English/Spanish)

Tools you'll use

QuickBooks and QuickBooks Payroll, our timekeeping system, GoHighLevel, Notion, Gmail and Google Calendar, and AI tools that handle much of the repetitive work.

Mitigation Local is a local janitorial service company providing 7 days a week cleaning for commercial properties and warehouses . Their primary mission is to connect great staff building owners to handle raw cleaning of their building so they can focus on what makes them money.