Executive Assistant to Chief Executive Officer

EarthX; Dallas (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

EarthX is seeking a highly organized Executive Assistant to provide direct support to senior leadership. The role requires skilled communication, discretion, and the ability to manage calendars, communications, and administrative operations in a fast-paced environment.

The assistant will coordinate meetings, travel, reports, and CRM data, act as a liaison with stakeholders, and maintain confidential information with professionalism, helping executives stay organized and focused on strategic

Qualifications

• 3+ years of Executive Assistant, Administrative Assistant, or related experience.
• Experience managing executive-level calendars and scheduling.
• Proficiency with Salesforce CRM.
• Excellent written and verbal communication abilities.
• Advanced organizational and time management skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to prioritize multiple tasks while meeting deadlines.
• Strong attention to detail and problem-solving skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience coordinating meetings, travel, and events.

Responsibilities

• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and maintain complex calendars while resolving scheduling conflicts.
• Screen and direct phone calls with professionalism and excellent phone etiquette.
• Draft, proofread, and manage correspondence, reports, presentations, and meeting materials.
• Organize and coordinate meetings, events, and conference calls.
• Prepare agendas, take meeting notes, and follow up on action items.
• Maintain accurate records and documentation within Salesforce and other business systems.
• Assist with CRM data management, reporting, and contact database maintenance.
• Serve as a liaison between executives, staff, clients, partners, and stakeholders.
• Manage office communications and respond to inquiries promptly and professionally.
• Handle confidential information with discretion and professionalism.
• Support special projects and administrative initiatives as assigned.
• Coordinate travel arrangements and prepare expense reports.
• Maintain filing systems, both electronic and physical.

Skills

Executive calendars

Communication

Time management

Confidentiality

Meeting scheduling & coordination

Travel planning & expenses

Attention to detail

Stakeholder liaison

Prioritization

Education

Bachelor's degree preferred

Tools

Salesforce CRM

Microsoft Office Suite

Job description

We are seeking a highly organized, proactive, and professional Executive Assistant to provide direct support to senior leadership. The ideal candidate is a skilled communicator who thrives in a fast-paced environment, can manage competing priorities with discretion, and excels at maintaining organization across calendars, communications, and administrative operations.

This role serves as a key point of contact for internal and external stakeholders and requires exceptional attention to detail, professionalism, and customer service skills.

Key Responsibilities

• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and maintain complex calendars while resolving scheduling conflicts.
• Screen and direct phone calls with professionalism and excellent phone etiquette.
• Draft, proofread, and manage correspondence, reports, presentations, and meeting materials.
• Organize and coordinate meetings, events, and conference calls.
• Prepare agendas, take meeting notes, and follow up on action items.
• Maintain accurate records and documentation within Salesforce and other business systems.
• Assist with CRM data management, reporting, and contact database maintenance.
• Serve as a liaison between executives, staff, clients, partners, and stakeholders.
• Manage office communications and respond to inquiries promptly and professionally.
• Handle confidential information with discretion and professionalism.
• Support special projects and administrative initiatives as assigned.
• Coordinate travel arrangements and prepare expense reports.
• Maintain filing systems, both electronic and physical.

Required Qualifications

• 3+ years of Executive Assistant, Administrative Assistant, or related experience.
• Experience managing executive-level calendars and scheduling.
• Proficiency with Salesforce CRM.
• Excellent written and verbal communication abilities.
• Advanced organizational and time management skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to prioritize multiple tasks while meeting deadlines.
• Strong attention to detail and problem-solving skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience coordinating meetings, travel, and events.

Preferred Qualifications

• Bachelor's degree preferred but not required.
• Experience supporting C-suite or senior leadership teams.
• Familiarity with project management and collaboration platforms.
• Experience creating reports, presentations, and executive communications.

Success Traits

• Professional and polished demeanor.
• Positive, service-oriented attitude.
• Highly dependable and self-motivated.
• Strong interpersonal skills.
• Adaptable and resourceful.
• Exceptional follow-through and accountability.