Executive Assistant to the CEO / Office Manager

ClearJet; Austin (TX); On-site; USD 90,000 - 140,000; Full time

Job summary

ClearJet is seeking an exceptional Executive Assistant to the CEO who will also serve as Office Manager. This role protects the CEO’s time, anticipates needs, and keeps the headquarters running smoothly for the team.

As a fast-growing logistics company moving freight through air and ground networks, you will act as the trusted right hand, handling confidential matters with discretion while coordinating cross-functional priorities and office operations in Austin.

Qualifications

• 5+ years of experience as an Executive Assistant supporting a CEO or senior executive, ideally with office management responsibility alongside it.
• Experience supporting a founder or CEO at a venture-backed or high-growth company.
• Demonstrated success managing a complex executive calendar and inbox with minimal direction, including making prioritization calls independently.
• Proven discretion and sound judgment handling highly confidential executive, board, financial, and personnel information.
• Excellent written and verbal communication skills, with the polish to represent the CEO's office to board members, investors, and enterprise customers.
• Exceptional organizational skills, attention to detail, and follow-through on commitments made by others.

Responsibilities

• Own and actively manage the CEO's calendar, serving as gatekeeper: triage incoming requests, resolve conflicts, protect focus time, and make judgment calls on priority.
• Manage and triage the CEO's inbox, flagging what requires attention, drafting responses on the CEO's behalf, and ensuring nothing time-sensitive goes unanswered.
• Prepare the CEO for every meeting with agendas, background briefs, prior-conversation context, and the specific decisions or asks on the table.
• Track commitments the CEO makes in meetings and follow through to closure, chasing owners across the organization when needed.
• Coordinate all CEO travel end-to-end - flights, ground transport, lodging, and detailed itineraries - and adjust in real time when plans change.
• Prepare and submit the CEO's expense reports in line with ClearJet's expense policy.
• Act as a liaison between the CEO and the leadership team, employees, and external parties; communicate with clarity and professionalism on the CEO's behalf.
• Handle highly confidential matters - compensation, personnel issues, board materials, financing activity, and strategic plans - with complete discretion.
• Build and run lightweight systems that keep the CEO organized: priority trackers, follow-up cadences, meeting notes, and decision logs.

Skills

Executive support

Calendar management

Discretion

Communication

Organizational skills

Tools

Google Workspace

Slack

Presentation tools

Job description

Position Overview

ClearJet is seeking an exceptional Executive Assistant to the CEO who will also serve as Office Manager. This role exists to make the CEO more effective - protecting their time, anticipating what they need before they ask, and ensuring nothing falls through the cracks - while keeping ClearJet's headquarters running smoothly for the rest of the team.

As a fast-growing logistics company moving freight through both air and ground networks for enterprise customers, we operate at speed and with limited process. The right person is a trusted right hand: someone with sound judgment, absolute discretion, and the confidence to prioritize, push back, and represent the CEO's office to employees, board members, investors, customers, and carrier partners.

Executive support to the CEO is the priority of this role. Office management responsibilities are real and owned end-to-end, but they should never come at the expense of the CEO's needs - a successful candidate is comfortable holding both and knows how to sequence them.

Key Responsibilities

Executive Support to the CEO

• Own and actively manage the CEO's calendar, serving as gatekeeper: triage incoming requests, resolve conflicts, protect focus time, and make judgment calls on priority without needing direction on every decision.
• Manage and triage the CEO's inbox, flagging what requires attention, drafting responses on the CEO's behalf, and ensuring nothing time-sensitive goes unanswered.
• Prepare the CEO for every meeting with agendas, background briefs, prior-conversation context, and the specific decisions or asks on the table.
• Track commitments the CEO makes in meetings and follow through to closure, chasing owners across the organization when needed.
• Coordinate all CEO travel end-to-end - flights, ground transport, lodging, and detailed itineraries - and adjust in real time when plans change.
• Prepare and submit the CEO's expense reports in line with ClearJet's expense policy.
• Act as a liaison between the CEO and the leadership team, employees, and external parties; communicate with clarity and professionalism on the CEO's behalf.
• Handle highly confidential matters - compensation, personnel issues, board materials, financing activity, and strategic plans - with complete discretion.
• Build and run lightweight systems that keep the CEO organized: priority trackers, follow-up cadences, meeting notes, and decision logs.

Board, Investor, and Executive Meeting Support

• Coordinate board and investor meeting logistics, including scheduling across busy external calendars, materials deadlines, distribution, and room or video setup.
• Own logistics for leadership offsites, quarterly planning sessions, and all-hands meetings, from agenda-building through follow-up action tracking.
• Support high-stakes customer and partner visits, including scheduling, briefing packets, agendas, hospitality, and on-site coordination.

Office Operations and Facilities

• Own day-to-day operations of the ClearJet office, including reception, mail and courier handling, shipping and receiving, and upkeep of common areas.
• Maintain inventory of office, kitchen, and breakroom supplies; place orders ahead of need while managing spend against budget.
• Serve as the primary point of contact for building management, cleaning services, IT support, and other office vendors; schedule maintenance and resolve facilities issues.
• Manage building access, keys, badges, and visitor procedures; greet and route guests professionally.
• Coordinate desk setup, seating, and equipment logistics for new hires, including laptop and hardware ordering, asset tagging, and inventory tracking.
• Support administrative needs of remote station and warehouse locations, including supply orders, business licenses, registrations, and mail handling.

People and Culture Support

• Schedule candidate interviews across multiple calendars and host on-site interviews.
• Support onboarding and offboarding logistics: new hire paperwork, I-9 verification, first-day schedules, system access requests, and equipment issue and return.
• Plan all-hands meetings, team events, celebrations, recognition programs, and holiday activities that reinforce ClearJet's mission and values.

Business and Administrative Support

• Maintain organized shared drives, document naming conventions, and record retention practices.
• Maintain administrative trackers, distribution lists, org charts, vendor lists, and internal directories.
• Take on special projects as the company grows, identifying opportunities to simplify how the executive office and the company operate.

Qualifications

• 5+ years of experience as an Executive Assistant supporting a CEO or senior executive, ideally with office management responsibility alongside it.
• Experience supporting a founder or CEO at a venture-backed or high-growth company.
• Demonstrated success managing a complex executive calendar and inbox with minimal direction, including making prioritization calls independently.
• Proven discretion and sound judgment handling highly confidential executive, board, financial, and personnel information.
• Excellent written and verbal communication skills, with the polish to represent the CEO's office to board members, investors, and enterprise customers.
• Exceptional organizational skills, attention to detail, and follow-through on commitments made by others.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive), Slack, and presentation tools.
• Comfort operating in a fast-paced environment with shifting priorities and limited existing process.

Work Environment and Physical Requirements

• Primarily on-site in an office environment, with occasional time in a warehouse or station setting.
• Standard business hours, with flexibility required outside them for travel support, executive needs, company events, and peak operating periods.
• Occasional responsiveness to time-sensitive matters outside normal hours; expectations will be set clearly and reasonably.
• Ability to occasionally lift and carry up to 25 pounds (supplies, equipment, event materials) and to move about the office throughout the day.
• Employment is contingent on satisfactory completion of a background check. ClearJet maintains a drug-free workplace.

Success in This Role Looks Like

• The CEO spends their time on the highest-value work, because you decide what reaches them and when.
• Meetings never start cold --- the CEO walks in prepared, every time.
• Commitments made in the room get tracked and closed without the CEO having to remember them.
• Board and investor deadlines are met early, with materials that are accurate and polished.
• The office runs so smoothly that employees rarely have to think about it.

ClearJet is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law. This job description is not intended to be an exhaustive list of all duties and responsibilities and may be modified at the company's discretion.