Executive Assistant

Neatly & Co; Houston (TX); On-site; USD 39,000 - 62,000; Full time

Job summary

Neatly & Co is seeking an Executive Assistant in Houston to support the CEO with calendar management, email triage, travel planning, and cross-functional coordination. This role emphasizes discretion, organization, and proactive problem-solving to keep the CEO focused on clients, design work, and business growth.

You will manage both business and personal tasks, handle vendor communications, and maintain clean financial records while ensuring timely follow-ups and high accuracy in all

Qualifications

• Three or more years supporting a senior executive, owner, or principal, including personal support.
• Excellent written communication with a high standard for accuracy and formatting.
• Strong proficiency with Google Workspace or Microsoft 365 and project management tools.
• Experience managing purchasing, receipts, and expense reconciliation.
• Proven discretion with confidential business, financial, and personal information.
• Ability to work independently, anticipate needs, and follow through without reminders.
• Strong problem-solving skills and sound judgment on what to elevate.
• Reliable transportation, a valid driver's license, and schedule flexibility.

Responsibilities

• Manage the CEO's calendar, internal and external meetings, travel, events, and activities.
• Resolve scheduling conflicts and protect focused work blocks.
• Coordinate internal team meetings and structure the CEO's week around priorities.
• Triage the CEO's inbox and surface items needing attention; draft internal correspondence.
• Prepare agendas, capture notes, and track action items to completion.
• Conduct research and compile options to support quick decisions.
• Place and track orders for business and personal purchases; manage returns and vendor follow-ups.
• Capture, code, and submit receipts through the company expense platform; maintain clean business/personal records.
• Handle personal requests and errands; book personal/business travel and build itineraries.
• Support back-office projects like marketing asset organization and content collection.

Skills

Executive support

Google Workspace

Microsoft 365

Purchasing & receipts

Discretion & confidentiality

Independent work

Scheduling & calendar

Driver's license

Tools

Expense platforms

Job description

As the Executive Assistant, you are the operational support behind Neatly's CEO. You manage her calendar, keep information moving, handle purchasing and receipts, and take on personal requests so she can focus on clients, design work, and growing the business. You are constantly by her side and helping her execute her daily to do list. This position is ideal for someone who is unusually organized, discreet, and effective without needing to be in the room.

What you will do

• Help manage the CEO and Team Calendar including internal and external meetings, travel, important events and activities
• Resolve scheduling conflicts and protect focused work blocks
• Coordinate internal team meetings and structure the CEO's week against current priorities

Information & Follow-Through

• Triage the CEO's inbox by sorting, flagging, filing, and surfacing what needs her attention
• Draft internal correspondence and documents for her review
• Prepare agendas, capture meeting notes, and track action items to completion
• Conduct research and compile options so the CEO can make decisions quickly

Purchasing & Receipts

• Place and track orders for business and personal purchases, from sourcing options through delivery confirmation
• Manage returns, exchanges, credits, and vendor follow-up
• Capture, code, and submit all receipts through the company expense platform on a consistent cadence
• Maintain clean records that separate business and personal spending for bookkeeping

Personal & Household Support

• Handle personal requests and errands, including appointments, reservations, gifting, and household coordination
• Book personal and business travel and build detailed itineraries
• Coordinate with outside vendors and service providers on the CEO's behalf
• Anticipate recurring personal needs and manage them before they become urgent

Documentation & Administration

• Support back-office projects including marketing asset organization, photo library management, and content collection

Do things the Neatly Way, with precision, care, and excellence in everything you touch

Who Will Thrive In This Role

You are the person who remembers what everyone else forgot. You anticipate what is needed before you are asked, and you close loops without being reminded. You move comfortably between a purchase order and a personal errand without treating either as beneath you. You are trusted with company cards, confidential business and financial information, and the details of the CEO's personal life, and you handle all of it without exception. You take pride in accuracy, and you understand that your work is what allows the CEO to spend her time where it matters most.

Required Qualifications

• Three or more years supporting a senior executive, owner, or principal, including personal support
• Excellent written communication with a high standard for accuracy and formatting
• Strong proficiency with Google Workspace or Microsoft 365 and project management tools
• Experience managing purchasing, receipts, and expense reconciliation
• Proven discretion with confidential business, financial, and personal information
• Ability to work independently, anticipate needs, and follow through without reminders
• Strong problem-solving skills and sound judgment on what to elevate
• Reliable transportation, a valid driver's license, and schedule flexibility

Preferred Qualifications

• Experience in design, construction, luxury services, or another client-facing professional firm
• Familiarity with expense management, time tracking, or bookkeeping platforms
• Experience sourcing product and coordinating deliveries
• Experience building and maintaining SOPs and document templates

What Success Looks Like

• The CEO's calendar is accurate, protected, and built around real priorities
• Nothing falls through the cracks; follow-ups are tracked and closed
• Purchases arrive on time, and returns and credits are chased to resolution
• Every receipt is captured and coded, with business and personal spending cleanly separated
• Personal requests are handled quietly and completely, without back-and-forth
• Files, templates, and records are current and easy for anyone to find

Compensation & Schedule

• This is an hourly position based in Houston. Hours are typically full-time, though they may vary with business needs. Hourly rates are competitive and based on experience. Some errands and purchasing require local travel. Schedule flexibility is required.