Executive Assistant

Universal Care Groups, LLC; Dallas (TX); Hybrid; USD 34,000 - 55,000; Part time

Benefits offered by this job

Healthcare stipend

Discretionary bonus

Flexible hours

Job summary

Universal Care Groups, LLC seeks an exceptional Executive Assistant to become the Founder/CEO’s trusted right hand in a part-time, hybrid environment in Dallas. The role focuses on high-level executive support, cross-functional coordination, and process improvement to amplify leadership impact.

The ideal candidate brings emotional intelligence, discretion, and autonomy, with 5+ years supporting entrepreneurial CSOs in energy/investment/tech. The position can evolve to full-time as needs grow.

Qualifications

• Bachelor’s degree preferred.
• At least 5 years of experience supporting entrepreneurial C-Suite executives in energy, investment or tech.
• Strong written and verbal communication skills.
• Proficiency with Google Workspace, MS Office 365, Proton Mail, Adobe Acrobat Pro; daily use of AI tools including Claude.
• Handle highly sensitive information with absolute discretion.
• High emotional intelligence and sound judgement.
• Highly proactive, resourceful, and autonomous.
• Thrives in ambiguity and values discretion, loyalty, and long-term partnership.
• Very organized, detail-oriented, capable of managing multiple priorities while keeping a human-centric approach.
• You communicate with warmth, clarity and confidence with a polished, high-touch style.

Responsibilities

• Act as a trusted partner and sounding board for the Founder/CEO.
• Anticipate needs and proactively remove friction.
• Prepare the CEO for meetings with context and background.
• Manage a complex calendar and protect CEO’s time; coordinate domestic travel and itineraries.
• Serve as a liaison between CEO, internal teams, partners, and external stakeholders.
• Draft and manage correspondence reflecting CEO’s tone and values.
• Distill information into clear, actionable insights and track commitments.
• Support special projects requiring coordination and execution.
• Establish SOPs for administrative workflows and oversee office operations.
• Maintain organized and secure company records and documentation.

Skills

Executive support

Communication

Discretion

Emotional intelligence

Autonomy

Education

Bachelor's degree

Tools

Google Workspace

MS Office 365

Proton Mail

Adobe Acrobat Pro

AI tools (Claude)

Job description

Job Description

Job Description

Executive Assistant to Busy Entrepreneur

Executive Assistant to Entrepreneurial Founder/CEO, Energy Sector, Dallas, TX

PLEASE NOTE: If you have Executive Assistant experience working for the highest level CEO in the Energy/Oil and Gas/Turbines space, your resume will be moved to the top of the list.

THIS IS A PART-TIME, HYBRID (REMOTE WITH WEEKLY IN-PERSON) POSITION THAT WILL POTENTIALLY BECOME FULL-TIME. CEO OFFICES IN DALLAS.

Seeking an exceptional Executive Assistant to serve as a true "right hand" to the Founder/CEO. This role is ideal for a, business-minded professional who excels at high-level executive support while also driving operational excellence, cross-functional coordination, and internal process improvement. This is not a traditional administrative role, but a relational, and trust-based partnership designed to amplify the CEO’s effectiveness, clarity, and presence. The Executive Assistant will act as a stabilizing force, thoughtful gatekeeper, and intuitive collaborator, someone who understands not only what needs to be done, but how and when to do it in a way that respects people and priorities.

The ideal candidate brings emotional intelligence, sound judgment, and calm confidence to every interaction. They are someone others naturally trust, who can hold sensitive information with discretion, read the room instinctively, and create order, focus, and ease amid constant motion. This is a local hybrid role, meeting with the CEO as needed in person, 1 to 4 days a week depending on what is going on and travel schedules. Initially, the job is 1 day or the equivalent of 1 day, but has the potential to grow into a full-time job. Some flexibility outside standard business hours may be required to support time-sensitive matters on occasion.

About the Job:

Trusted Partner & Strategic Support

• Act as a thought partner and sounding board, offering perspective, feedback, and quiet counsel when requested.
• Anticipate needs and proactively remove friction before issues arise.
• Prepare the CEO for meetings and conversations with context and background information.

Time, Energy & Focus Management

• Manage a complex and fluid calendar with an understanding of priorities and relationships,
• Protect the CEO’s time by thoughtfully filtering requests and creating space for strategic thinking.
• Coordinate domestic and international travel including detailed itineraries.

Communication & Relationship Management

• Serve as a warm, professional liaison between the CEO and internal teams, partners, and external stakeholders.
• Draft and manage correspondence on the CEO’s behalf, ensuring tone, values, and intent are consistently reflected.

Information Flow & Follow-Through

• Distill information into clear, actionable insights for the CEO.
• Track commitments, decisions, and follow-ups to ensure momentum and accountability.
• Support special projects and initiatives that require coordination, and thoughtful execution.

Processes and Procedures

• Establish, document, and maintain Standard Operating Procedures (SOPs) across administrative and operational workflows
• Oversee office operations and administrative systems to ensure efficiency, consistency, and scalability
• Maintain organized and secure company records, contracts, and documentation

About You

• Bachelor’s degree preferred.
• At least 5 years of experience supporting an entrepreneurial C-Suite executive, preferably in energy, investment or tech space.
• Strong written and verbal communication skills.
• High proficiency with Google Workspace, MS Office 365, Proton Mail, Adobe Acrobat Pro; daily experience with general AI and Claude, as well as an interest in improving processes using AI.
• Handle highly sensitive information with absolute discretion.
• High emotional intelligence and sound judgement.
• Highly proactive, resourceful, and comfortable operating with autonomy
• You thrive in ambiguity and are energized by anticipating needs rather than reacting to them.
• You value discretion, loyalty, and long-term partnership.
• You are highly organized, detail-oriented, and capable of managing multiple priorities without losing sight of the human element.
• You communicate with warmth, clarity, and confidence You bring polish and presence, while remaining grounded and approachable with a "high touch" service mentality.
• Base Salary, Discretionary Bonus, Healthcare Stipend until Firm Healthcare is established