Executive Assistant to Founder

Pax Recruiting; Austin (TX); On-site; USD 65,000 - 95,000; Full time

Job summary

Pax Recruiting is seeking an Executive Assistant to support the Founder across a design-build firm and multiple ventures. This is an in-person role based in Southwest Austin (78737) requiring calendar management, travel coordination, and proactive task execution.

The ideal candidate is highly organized, discreet, tech-savvy, and energized by solving problems and staying ahead of priorities. You will learn the Founder’s preferences, manage complex schedules, and help streamline day-to-day work

Qualifications

• Experience supporting a founder, executive, or high-demand professional.
• Strong written and verbal communication.
• Exceptional organization and time management.
• Proficiency with productivity software; familiarity with AI tools is a plus.

Responsibilities

• Own and manage the Founder's calendar across multiple businesses and commitments.
• Coordinate travel, meetings, and logistics; prepare meeting materials and notes.
• Monitor email and communications; track commitments and follow through.
• Provide personal and administrative support; handle sensitive matters with discretion.
• Leverage technology to improve processes and efficiency across the organization.

Skills

Executive support

Calendar management

Communication

Organizational skills

Tech savviness

Discretion

Travel coordination

Problem solving

Stakeholder management

Tools

AI tools

Productivity software

Job description

Executive Assistant to Founder (In-Person in 78737)

We are looking for an Executive Assistant role supporting the Founder across a design build firm and several other ventures, including a product-based business, land/ranch management, and select personal and professional commitments.

The Founder is involved in multiple businesses, projects, properties, and ventures. As a result, there are hundreds of moving pieces every week—meetings to coordinate, emails to respond to, travel to arrange, errands to run, schedules to manage, and countless details that need attention.

We're looking for an exceptionally capable, highly organized Executive Assistant who can take ownership of these day-to-day details and make sure things get done. This is a hands-on administrative role that requires someone who is sharp, quick, resourceful, and comfortable handling a wide variety of tasks.

We're not looking for someone who simply manages a calendar. We're looking for someone who loves being useful. Someone who gets genuine satisfaction from solving problems, staying organized, following through, and making sure important things get done. The right person is tough, resilient, highly capable, relentlessly helpful, and energized by being the person others can rely on.

Just as important as organization and follow-through are good judgment, high emotional intelligence, and discernment. You'll work closely with the Founder, learn his preferences and priorities, understand the people and relationships around him, and develop a sense for what needs attention, what can wait, and how to handle different situations.

We also value someone who embraces technology and is constantly looking for better ways to work. AI and modern productivity tools are becoming increasingly important across our businesses, and this person should be excited to learn new tools, improve processes, and help make day-to-day work more efficient.

What You'll Do

Calendar, Scheduling & Meeting Prep

• Own and manage the Founder's calendar, including scheduling, rescheduling, and coordinating across multiple businesses and personal commitments.
• Help prioritize meetings, manage scheduling cadence, and build in appropriate travel time and preparation between commitments.
• Coordinate travel, appointments, reservations, and other logistics as needed.
• Prepare for meetings in advance, ensuring agendas, materials, attendees, and logistics are handled.
• Make sure meeting rooms and technology are ready early, including Zoom, presentations, speakers, and other equipment.
• Anticipate scheduling conflicts and proactively work through them.

Communication & Follow-Through

• Monitor, organize, and help manage email and other communications.
• Identify important emails, documents, and information that need the Founder's attention and make sure they get in front of him.
• Track commitments, action items, and outstanding tasks.
• Follow up with team members, vendors, and outside contacts as needed.
• Prepare meeting materials, take notes when needed, and help ensure follow-through.

Personal & Administrative Support

• Assist with a wide range of personal and professional administrative responsibilities.
• Coordinate household, property, and personal logistics.
• Handle errands, purchases, orders, pickups, and miscellaneous requests as needed.
• Keep office supplies, meeting spaces, and day-to-day essentials stocked and organized.
• Coordinate appointments, reservations, travel, and other personal needs.
• Handle sensitive matters with discretion, professionalism, and sound judgment.
• Organize files, documents, information, and administrative systems.
• Maintain simple, effective systems for tracking tasks, schedules, and important information.
• Leverage AI and modern technology tools to improve organization, communication, research, and overall efficiency.
• Look for opportunities to simplify repetitive tasks and make day-to-day work run more smoothly.
• Help keep information organized and accessible across multiple businesses and responsibilities.

Who You Are

• Sharp, quick-thinking, and able to learn new things rapidly.
• Highly organized with exceptional attention to detail.
• High emotional intelligence and strong judgment.
• Discerning — able to read people, situations, and priorities.
• Relentless about follow-through and getting things done.
• Resourceful, proactive, and comfortable figuring things out.
• Energetic with a strong work ethic and sense of urgency.
• Comfortable with technology and naturally curious about AI and new tools.
• Thick-skinned and resilient; able to handle pressure and changing priorities without getting rattled.
• Organized but not rigid — structured where it matters, flexible where it doesn't.
• Dependable, discreet, and trustworthy.
• A self-starter who doesn't need to be micromanaged.
• Comfortable handling both important executive matters and small, everyday tasks with the same level of care.
• Someone who sees what needs to happen, takes ownership, and follows through.

Experience & Skills

• Experience in Executive Assistant, administrative support, office management, operations coordination, or similar roles preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Strong proficiency with technology and productivity software; experience utilizing AI tools is a plus.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Strong interpersonal skills, discretion, and professionalism.
• Experience supporting a founder, executive, or high-demand professional is a plus.

We care more about capability than pedigree. You might currently be an Executive Assistant, Office Manager, Operations Coordinator, Project Coordinator, startup employee, educator, military veteran, former college athlete, or simply someone who has earned a reputation for getting things done. Most importantly, you're smart, dependable, highly organized, technologically savvy, resourceful, and relentless about follow-through. When something lands on your plate, people know it will get handled.

• Full-time position
• In-office and field-based role
• Office located in Southwest Austin (78737)
• Typical schedule around 8 AM–5 PM, with flexibility for errands, meetings, and responsibilities outside the office

Competitive Compensation

We offer a competitive compensation package that reflects the caliber of the work, talent, and expectations of the role.

If you enjoy working closely with a founder, juggling a wide range of priorities, staying organized under pressure, and making sure important work gets done well, we'd love to hear from you. This role involves everything from calendar management and meeting preparation to personal errands, communications, and administrative organization. We're looking for someone who takes pride in handling the details, anticipates needs, and makes life easier for the people around them.