Executive Personal Assistant

Company Confidential; Houston (TX); Hybrid; USD 100,000 - 160,000; Full time

Job summary

Company Confidential in the Greater Houston area is seeking a highly organized Personal Assistant to act as the right hand to a busy founder with multiple companies. This hybrid role blends executive support with high-level household management and racing-industry coordination.

Ideal candidates have 5–10 years of experience, a demonstrated ability to handle confidential information, exceptional communication, and strong organizational skills.

Qualifications

• Five to ten years related experience.
• Maintain utmost confidentiality and discretion.
• Excellent verbal and written communication skills.
• Very flexible, hands-on, multitasker.
• Excellent attention to detail and organizational skills.
• Proactive, forward-looking and solution-oriented.
• Strong ownership and accountability.
• Resourceful and knows when to seek help or guidance.
• Experience with social media platforms and technology.
• Must pass an extensive credit and background check.

Responsibilities

• Organize meals, grocery shopping, mail pickup, packing/unpacking during travel.
• Coordinate travel: hotels, drivers, car services, itineraries, restaurants.
• Maintain racehorse data, licensing, insurance, regulatory compliance, vendor relations.
• Serve as primary admin liaison between owner, trainers, syndicates and bloodstock pros.
• Coordinate race-day hospitality and owner-experience logistics.
• Plan events, invitations, decorations, and manage RSVPs.
• Manage household calendars, written and digital.
• Maintain inventories and binders with photos and receipts.
• Oversee household staff payroll, timecards, vacations, and scheduling.
• Liaise with Family Office and company personnel as needed.
• Manage vehicle maintenance and routine house upkeep schedules.
• Maintain tickets/suites for sports and events.
• Handle mail sorting and returns; procure purchases as needed.
• Travel with principal to business and personal engagements.

Skills

Confidentiality

Discretion

Communication

Organization

Multitasking

Problem solving

Proactive

Attention to detail

Flexibility

Resourceful

Job description

We are seeking a highly organized, proactive, and discreet Personal Assistant to serve as the "right hand" to a very busy founder of multiple companies. This hybrid role requires the ability to seamlessly blend corporate executive support with personal household management. The ideal candidate in the Greater Houston area is a master of logistics, an excellent communicator, and extremely resourceful.

ESSENTIAL RESPONSIBILITIES

• Handle tasks such as organizing meals, grocery shopping, mail pickup, packing and unpacking during travel, organizing laundry when traveling, and other administrative work
• Coordinate and make travel arrangements to include, but not limited to, booking hotels, drivers and car services, plan itineraries, make reservations at restaurants, and pre-stock items needed. Coordinate plane catering as needed.
• Maintain racehorse data, statistics and media mentions. Serve as the primary administrative liaison for multi-state thoroughbred racing. Oversee licensing management, insurance administration, regulatory compliance, vendor relationships and race-day logistics.
• Act as the primary communication hub between the owner, trainers, syndicates and bloodstock professionals.
• Maintain comprehensive records for racing assets, including horse acquisitions, sales, ownership percentages, partnership documentation and ownership transfers.
• Coordinate all racetrack hospitality and owner-experience logistics, serving as the primary point of contact for race-day accommodations and special events.
• Event Planning – plan events and catering, invitations, and decorations and handle all RSVPs
• Maintain schedules and calendars for the household both written and digital
• Maintain inventories of goods, update with insurance company, and keep binders with pictures and item receipts
• Run various errands during the week and occasionally on weekends
• Manage household, including scheduling and overseeing regular services, deliveries, and installations
• Manage full-time household staff including payroll and timecard entries, vacation, and scheduling
• Liaise with the Family Office and the other company personnel as needed
• Manage vehicle maintenance regarding insurance, inspections, oil changes, gas and registrations
• Manage all routine house maintenance items – keep schedule of items requiring routine maintenance
• Maintain tickets/suites for all sports and events
• Mail – open daily and sort and respond as needed; make returns as needed
• Purchasing as needed for the house.
• Auction buying, bidding and procuring art, cars, jewelry etc. as requested
• Travel with principle to both business and personal related functions as needed
• Screen and return phone calls and follow up on purchases and returns
• Other duties may be assigned

QUALIFICATIONS

• Five (5) to ten (10) years related experience
• Demonstrate utmost confidentiality and discretion
• Strong interpersonal skills
• Excellent verbal and written communication skills
• Must be very flexible, hands-on, and a multitasker
• Must have excellent attention to detail and excellent organizational skills
• Proactive, always looking ahead at what needs to be done
• Must have a solid ability to problem solve, think creatively as new projects and challenges arise
• Must have a strong sense of ownership and accountability
• Resourceful and know when/where to seek help or advice
• Must have experience with social media platforms and technology
• Must pass an extensive credit and background check

CERTIFICATES, LICENSES, AND REGISTRATIONS *

Valid driver’s license and passport.

TRAVEL REQUIRED

Minimal travel is required for this position (up to 20% of the time).

*Legally authorized to work in the United States, without Sponsorship