Executive Assistant to CEO-Infrastructure Firm-Great Culture

The Windfall Firm; Dallas, Northern (TX, KY); Hybrid; USD 140,000 - 150,000; Full time

Benefits offered by this job

Discretionary bonus

401K with Match

Incredible Benefits

Off-sites and culture

Job summary

The Windfall Firm in Dallas, TX is seeking an experienced Executive Assistant to support the CEO in a fast-paced private equity-backed energy infrastructure environment. This in-office role requires 10+ years of C-suite support, top-tier calendar and travel coordination, and professional interaction with board members and external partners.

You will manage confidential information, draft executive materials, and coordinate board logistics while facilitating seamless day-to-day operations.

Qualifications

• Bachelor’s degree required.
• 10+ years of Executive Assistant experience, with significant experience directly supporting C-suite or senior-level executives.
• A true career Executive Assistant who enjoys and excels at providing high-level administrative support.
• Proven experience managing multiple time zone, complex Executive calendars and domestic and international travel.
• Exceptional organizational and time-management skills with outstanding attention to detail.
• Strong written and verbal communication skills.
• Professional and comfortable interacting with senior Executives, Board members, clients, and external stakeholders.
• Highly proactive with the ability to anticipate needs and solve problems independently.
• Strong judgment and discretion when handling confidential and sensitive information.
• Ability to manage multiple priorities and shifting deadlines while remaining calm and organized.
• Board meeting and Board-level support experience is a plus.
• Notary Public designation is a plus.

Responsibilities

• Provide comprehensive administrative support to the CEO.
• Manage multiple time zone, complex and frequently changing calendars, including scheduling internal and external meetings, calls, appointments, and events.
• Proactively identify and resolve scheduling conflicts while ensuring CEO is prepared for upcoming meetings and commitments.
• Coordinate complex domestic and international travel, including flights, hotels, ground transportation, detailed itineraries, and last-minute changes.
• Manage meeting logistics and prepare agendas, presentations, documents, and other materials as needed.
• Assist with preparation and coordination for Board of Directors meetings, including materials, scheduling, and logistics.
• Screen and prioritize incoming calls, emails, meeting requests, and other correspondence.
• Draft, edit, proofread, and format correspondence, presentations, reports, and other Executive-level materials.
• Serve as a professional point of contact between the executives and internal teams, clients, Board members, and external stakeholders.
• Process and reconcile expense reports accurately and in a timely manner.
• Maintain highly confidential executive files, records, and information.
• Coordinate Executive dinners, events, conferences, off-sites, and other meetings.
• Assist with special projects and ad hoc administrative requests as needed.
• Anticipate the needs of the CEO and proactively ensure priorities and administrative responsibilities are handled efficiently.
• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Provide occasional after-hours support via email or mobile phone when necessary.
• Partner with CEO’s Personal Assistant and House staff for any needs.

Skills

Executive support

Calendar management

Communication skills

Discretion

Problem solving

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Windfall is partnering with a prestigious Private Equity backed, Energy Infrastructure company to hire an experienced Executive Assistant to support the CEO in their Dallas, Texas office. The ideal candidate has supported former C-Suite Executives and is accustomed to working in a large, fast-paced professional environment. This individual will be a trusted partner and extension of the CEO, ensuring their calendars, travel, meetings, communications, and day-to-day priorities run seamlessly. This role is in office five days per week from 8:00am-6:00pm with the flexibility to be available outside of normal business hours based on the needs of the day.

RESPONSIBILITIES

• Provide comprehensive administrative support to the CEO
• Manage multiple time zone, complex and frequently changing calendars, including scheduling internal and external meetings, calls, appointments, and events
• Proactively identify and resolve scheduling conflicts while ensuring CEO is prepared for upcoming meetings and commitments
• Coordinate complex domestic and international travel, including flights, hotels, ground transportation, detailed itineraries, and last-minute changes
• Manage meeting logistics and prepare agendas, presentations, documents, and other materials as needed
• Assist with preparation and coordination for Board of Directors meetings, including materials, scheduling, and logistics
• Screen and prioritize incoming calls, emails, meeting requests, and other correspondence
• Draft, edit, proofread, and format correspondence, presentations, reports, and other Executive-level materials
• Serve as a professional point of contact between the executives and internal teams, clients, Board members, and external stakeholders
• Process and reconcile expense reports accurately and in a timely manner
• Maintain highly confidential executive files, records, and information
• Coordinate Executive dinners, events, conferences, off-sites, and other meetings
• Assist with special projects and ad hoc administrative requests as needed
• Anticipate the needs of the CEO and proactively ensure priorities and administrative responsibilities are handled efficiently
• Handle sensitive and confidential information with the highest level of discretion and professionalism
• Provide occasional after-hours support via email or mobile phone when necessary
• Partner with CEO’s Personal Assistant and House staff for any needs

REQUIREMENTS

• Bachelor’s degree required
• 10+ years of Executive Assistant experience, with significant experience directly supporting C-suite or senior-level executives
• A true career Executive Assistant who enjoys and excels at providing high-level administrative support
• Proven experience managing multiple time zone, complex Executive calendars and domestic and international travel
• Exceptional organizational and time-management skills with outstanding attention to detail
• Strong written and verbal communication skills
• Professional and comfortable interacting with senior Executives, Board members, clients, and external stakeholders
• Highly proactive with the ability to anticipate needs and solve problems independently
• Strong judgment and discretion when handling confidential and sensitive information
• Ability to manage multiple priorities and shifting deadlines while remaining calm and organized
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Board meeting and Board-level support experience is a plus
• Notary Public designation is a plus

PACKAGE

• $140-150K Base Salary DOE
• Discretionary bonus based on individual and firm performance
• Incredible Benefits
• 401K with Match
• Perks, great culture, off-sites
• #ZR