Executive Business Coordinator

DevHub, Inc.; Texas; Hybrid; USD 45,000 - 50,000; Full time

Job summary

DevHub, Inc. in Texas is seeking an Executive Business Coordinator to directly support the CEO. You will manage the CEO’s calendar, emails, travel arrangements, and the shared sales and partner inboxes while ensuring timely responses and accurate documentation.

The role is hybrid, based in Southlake, TX, two to three days per week, with in-person client and partner meetings in the Dallas–Fort Worth area. You’ll also support RFP intake, deal desk pricing, contracts, SOWs, and marketing

Qualifications

• 3+ years in executive assistant/coordination roles supporting a C-level executive.
• Proven calendar, inbox and travel management for a high-volume executive.
• Experience creating and version-controlling business documents from templates.
• Proficient with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
• Hands-on CRM experience, preferably HubSpot.
• Strong written communication and executive-level correspondence.
• Experience handling confidential information with discretion.
• Ability to meet SLAs and manage deadlines.
• Hybrid work availability from Southlake, TX 2–3 days a week; in-person meetings in the DFW area.

Responsibilities

• Manage the CEO's calendar, email, and follow-ups, including scheduling meetings, sending introductions on his behalf, and confirming attendance.
• Plan travel and executive meetings end to end: flights, hotels, conference rooms, restaurant reservations, and written itineraries.
• Coordinate speaking engagements and panels as the point of contact for event organizers, including bios, headshots, and prep calls.
• Run the sales@ and partners@ shared inboxes, routing, answering, and closing requests within the response and resolution targets.
• Operate the deal desk: route pricing requests to the CEO for approval, track decisions, and return approved pricing to the requester within 24 hours.
• Create, maintain, and version-control sales documentation, including proposals, SOWs, sales contracts, and PandaDoc templates, and keep them organized in Google Drive.
• Prepare documents for the CEO's signature.
• Sign on his behalf only with his written approval for each specific document, and keep a record of that approval.
• Triage the bids@ inbox and RFP alerts, log opportunities in HubSpot, and track deadlines and pricing approvals with the RFP team.
• Administer RFP portals, procurement and vendor registrations, cooperative contract updates, and portal credentials in the company password manager.
• Keep HubSpot accurate: complete assigned tasks on time, log activity, and support lead tracking and reassignment.
• Schedule and support EOS meetings (L10s, Sales Huddle, quarterly reviews) and the CEO's 1:1s, including agendas and follow-up to-dos.
• Support partner onboarding, registrations, introductions, and demo calls.
• Draft and schedule LinkedIn posts, and assist Marketing with event registrations, attendee management, and marketing emails.
• Document processes and use AI and automation tools to reduce manual work in inbox, RFP, and document workflows.
• Handle research and purchasing requests as needed

Skills

Calendar management

Written communication

Discretion

Attention to detail

Time management

Education

Bachelor's degree preferred, or equivalent professional experience

Tools

Google Workspace

HubSpot

PandaDoc

Password manager

Job description

Job Description Role Title: Executive Business Coordinator Department / Seat Name: Sales Reports To (LMA): Visionary Job Type: W2; Full-Time Pay Range: $45,000-$50,000 Location: Texas, United States; Hybrid — Role Summary The Executive Business Coordinator works directly for the CEO and keeps his schedule, communications, and sales administration running. The role manages the CEO's calendar, email, and travel; runs the shared sales and partner inboxes and the deal desk; handles RFP intake and portal administration; creates and maintains sales documentation, including contracts and SOWs; and supports LinkedIn, events, and marketing. The role is hybrid, based in the Southlake office two to three days a week, and represents the CEO directly with clients, partners, and event organizers.

Role Purpose

Give the CEO more time for relationships, selling, and leadership by making sure every meeting is set and prepared, every inbound request is answered on time, every sales document is accurate and current, and nothing falls through between inboxes.

Core Responsibilities

• Manage the CEO's calendar, email, and follow-ups, including scheduling meetings, sending introductions on his behalf, and confirming attendance.
• Plan travel and executive meetings end to end: flights, hotels, conference rooms, restaurant reservations, and written itineraries.
• Coordinate speaking engagements and panels as the point of contact for event organizers, including bios, headshots, and prep calls.
• Run the sales@ and partners@ shared inboxes, routing, answering, and closing requests within the response and resolution targets.
• Operate the deal desk: route pricing requests to the CEO for approval, track decisions, and return approved pricing to the requester within 24 hours.
• Create, maintain, and version-control sales documentation, including proposals, SOWs, sales contracts, and PandaDoc templates, and keep them organized in Google Drive.
• Prepare documents for the CEO's signature.
• Sign on his behalf only with his written approval for each specific document, and keep a record of that approval.
• Triage the bids@ inbox and RFP alerts, log opportunities in HubSpot, and track deadlines and pricing approvals with the RFP team.
• Administer RFP portals, procurement and vendor registrations, cooperative contract updates, and portal credentials in the company password manager.
• Keep HubSpot accurate: complete assigned tasks on time, log activity, and support lead tracking and reassignment.
• Schedule and support EOS meetings (L10s, Sales Huddle, quarterly reviews) and the CEO's 1:1s, including agendas and follow-up to-dos.
• Support partner onboarding, registrations, introductions, and demo calls.
• Draft and schedule LinkedIn posts, and assist Marketing with event registrations, attendee management, and marketing emails.
• Document processes and use AI and automation tools to reduce manual work in inbox, RFP, and document workflows.
• Handle research and purchasing requests as needed

Required

• 3+ years as an executive assistant, executive coordinator, or sales/business operations coordinator, with at least some of that time supporting a C-level executive directly.
• Proven calendar, inbox, and travel management for a high-volume executive, including end-to-end trip planning and itineraries.
• Experience preparing and version-controlling business documents (proposals, SOWs, contracts) from templates, with strong attention to detail and accuracy.
• Working proficiency in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
• Hands-on CRM experience, preferably HubSpot: logging activity, managing tasks, keeping records clean.
• Strong written communication, with the judgment to write and respond on an executive’s behalf to clients, partners, and event organizers.
• Track record of handling confidential information with discretion.
• Ability to work against measurable SLAs (response times, turnaround times, task completion) and raise risks early.
• Able to work hybrid from the Southlake, TX office 2–3 days a week, attend in-person meetings in the DFW area, and support occasional early-morning, evening, or event needs on Central Time.

Preferred

• Experience in B2B sales support, a deal desk, or sales operations, including routing pricing approvals.
• RFP or government contracting exposure: bid inbox triage, procurement portals, vendor registrations, cooperative contracts.
• PandaDoc or similar e-signature and proposal tools.
• Familiarity with EOS (L10s, Scorecards, quarterly sessions) or a similar operating cadence.
• Event and speaking-engagement coordination experience.
• LinkedIn content scheduling and basic marketing email tools.
• Comfort using AI and automation tools to streamline repetitive workflows, plus a habit of documenting processes.
• Background in cybersecurity, compliance, or professional services.
• Experience managing shared credentials through a password manager.
• Education Bachelor’s degree preferred, or equivalent professional experience.

Measurables

• Measurable Weekly Goal Sales & partner inbox completion 95% or higher
• Partner inbox average first response Under 12 hours
• Deal desk turnaround (pricing request to approved response) Under 24 hours
• RFP inbox completion SLA Under 10 per week
• Incomplete tasks 0

Right Mindset & Cultural Fit

This role requires someone who consistently demonstrates: Owns follow-through: closes every loop without being reminded, and nothing drops between inboxes. Discretion and sound judgment: handles confidential information carefully and represents the CEO accurately. Anticipates needs: spots calendar conflicts, prep gaps, and deadlines before they become problems. Highly organized: keeps calendars, files, inboxes, and trackers in order so anyone can find what they need. Strong in documentation: creates and maintains clear, accurate, current documents, including sales contracts, SOWs, and process guides. Process and AI-minded: documents how work gets done and looks for ways to automate and improve it.

Notes / Special Considerations

Hybrid role: in the Southlake, TX office two to three days per week, and in person for client, partner, and executive meetings in the Dallas-Fort Worth area as scheduled. Works on Central Time, with occasional early-morning, evening, or event support around the CEO's schedule.