Executive Assistant – CEO

Jobtailor; Dallas (TX); On-site; USD 70,000 - 110,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support the CEO in Dallas. You will expertly manage calendars, coordinate travel, and prepare high-impact materials to enable strategic decision-making.

In this role you will serve as the primary liaison for the CEO, handle confidential information with discretion, and coordinate leadership meetings, board activities, and cross-functional initiatives. A polished, proactive communicator is essential.

Qualifications

• 7+ years of experience supporting C-level executives in an Executive Assistant, Executive Business Partner, or similar role.
• Executive presence and ability to build trusted relationships with senior executives, board members, and external stakeholders.
• Demonstrated ability to manage complex calendars, travel arrangements, and executive priorities.
• Exceptional organizational, written, and verbal communication skills, with strong attention to detail and follow-through.
• Strong judgment and ability to handle sensitive and confidential information.
• Ability to anticipate needs, exercise sound judgment, solve problems proactively, and manage multiple priorities in a fast-paced, evolving environment with minimal direction.
• Strong technical ability in MS Office Suite
• A plus if you have: Healthcare, health insurance, or health tech experience.

Responsibilities

• Manage and optimize the CEO's calendar, balancing competing priorities and ensuring effective use of time.
• Coordinate travel, including itineraries, accommodations, transportation, and meeting logistics.
• Prepare, edit, and organize presentations, correspondence, reports, and other executive materials.
• Serve as a primary point of contact for the CEO, screening inquiries and directing requests appropriately.
• Manage confidential information with the highest level of discretion and professionalism.
• Coordinate executive leadership meetings, senior leadership meetings, board-related activities, and strategic planning sessions.
• Prepare agendas, compile materials, document action items, and follow up on key deliverables.
• Assist with executive communications and ensure timely follow-through on commitments and priorities.
• Conduct research, gather information, and prepare briefing materials to support executive decision-making.
• Serve as the primary onsite contact for office operations and facilities-related needs.
• Coordinate office logistics for executive and senior leadership meetings held in the Dallas office.
• Manage relationships with office vendors, service providers, and building management.
• Support office supplies, equipment, meeting space readiness, and general workplace operations.
• Help coordinate internal events, leadership offsites, and employee gatherings.
• Partner with internal stakeholders to ensure a positive and professional office environment.
• Track action items and help drive accountability for executive and leadership team initiatives.
• Assist with special projects that support organizational priorities and business objectives.
• Identify opportunities to improve administrative processes, communication flow, and operational efficiency.
• Support additional executives or cross-functional teams as needed.

Skills

Calendar management

Executive support

Travel coordination

Communication skills

Confidential information handling

Stakeholder management

Problem solving

Office operations

MS Office expertise

Meeting logistics

Tools

MS Office Suite

Job description

• Manage and optimize the CEO's calendar, balancing competing priorities and ensuring effective use of time.
• Coordinate travel, including itineraries, accommodations, transportation, and meeting logistics.
• Prepare, edit, and organize presentations, correspondence, reports, and other executive materials.
• Serve as a primary point of contact for the CEO, screening inquiries and directing requests appropriately.
• Manage confidential information with the highest level of discretion and professionalism.
• Coordinate executive leadership meetings, senior leadership meetings, board-related activities, and strategic planning sessions.
• Prepare agendas, compile materials, document action items, and follow up on key deliverables.
• Assist with executive communications and ensure timely follow-through on commitments and priorities.
• Conduct research, gather information, and prepare briefing materials to support executive decision-making.
• Serve as the primary onsite contact for office operations and facilities-related needs.
• Coordinate office logistics for executive and senior leadership meetings held in the Dallas office.
• Manage relationships with office vendors, service providers, and building management.
• Support office supplies, equipment, meeting space readiness, and general workplace operations.
• Help coordinate internal events, leadership offsites, and employee gatherings.
• Partner with internal stakeholders to ensure a positive and professional office environment.
• Track action items and help drive accountability for executive and leadership team initiatives.
• Assist with special projects that support organizational priorities and business objectives.
• Identify opportunities to improve administrative processes, communication flow, and operational efficiency.
• Support additional executives or cross-functional teams as needed.

Requirements

• 7+ years of experience supporting C-level executives in an Executive Assistant, Executive Business Partner, or similar role.
• Executive presence and the ability to build trusted relationships with senior executives, board members, and external stakeholders.
• Demonstrated ability to manage complex calendars, travel arrangements, and executive priorities.
• Exceptional organizational, written, and verbal communication skills, with strong attention to detail and follow-through.
• Strong judgment and ability to handle sensitive and confidential information.
• Ability to anticipate needs, exercise sound judgment, solve problems proactively, and manage multiple priorities in a fast-paced, evolving environment with minimal direction.
• Strong technical ability in MS Office Suite
• A plus if you have: Healthcare, health insurance, or health tech experience.