Personal/Executive Assistant

BuildLabs; Austin (TX); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Competitive salary

Dental insurance

Health insurance

Paid time off

Vision insurance

Job summary

BuildLabs in Austin, Texas, is looking for a highly organized and energetic Personal/Executive Assistant to support the Managing Partners. This role includes managing schedules, travel arrangements, and communication for both business and personal responsibilities.

The ideal candidate will have previous experience in a similar role, preferably in the construction industry, and must possess strong organizational and technology skills. Flexibility for travel between Texas and New York is required.

Qualifications

• Manage complex calendars and scheduling across multiple time zones.
• Coordinate travel arrangements including flights and hotels.
• Track follow-ups, deadlines, and priorities for smooth operations.
• Serve as a point of contact for clients and vendors.

Responsibilities

• Help coordinate schedules for Managing Partners.
• Prepare meeting agendas and follow-up communications.
• Assist with construction-related coordination and vendor communication.

Skills

Organizational skills

Communication skills

Problem-solving

Ability to multitask

Technology skills

Interpersonal skills

Education

Experience as Executive/Personal Assistant

Construction industry experience (preferred)

Tools

Microsoft Office

Procore

Project management software

Job description

Benefits:

• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Personal/Executive Assistant – Buildlabs Texas (Austin Location)

Location: Austin, Texas

Position Type: Full-Time

Schedule: 5 Days Per Week (Year-Round)

Travel Requirement: Regular travel between Austin, TX and New York

About Buildlabs Custom LLC

Buildlabs Custom LLC is a luxury residential construction company focused on delivering exceptional custom homes with a commitment to craftsmanship, innovation, and client experience. Guided by our philosophy of “Building Beyond,” we combine high-level design, advanced technology, and strong relationships to create homes built to last.

As our company continues to expand across multiple markets, we are seeking a highly organized, energetic, and resourceful Personal/Executive Assistant, based in Austin with travel to New York, to support the company’s Managing Partners and help keep operations moving efficiently across both business and personal responsibilities.

Position Overview

This is a fast-paced, high-responsibility role for someone who thrives on organization, communication, and problem-solving. The Personal/Executive Assistant will serve as the Managing Partners' trusted right-hand person, helping coordinate schedules, travel, meetings, communications, project follow-up, and day-to-day operational needs.

The ideal candidate is polished, proactive, highly organized, technologically skilled, and comfortable interacting with high-end clients, employees, consultants, and vendors. Construction industry experience is strongly preferred, as the role requires understanding the pace, priorities, and communication style of a growing luxury construction company.

This position is based in Austin, Texas but requires flexibility to travel to New York when needed for meetings, project coordination, company events, and executive support.

Key Responsibilities

Executive & Personal Support

• Manage complex calendars, scheduling, and meeting coordination across multiple time zones
• Coordinate travel arrangements including flights, hotels, transportation, itineraries, and last‑minute changes
• Assist with both business and personal scheduling needs for the Managing Partner
• Track follow-up items, deadlines, action lists, and priorities to ensure smooth daily operations
• Prepare meeting agendas, notes, summaries, and follow-up communications

Communication & Relationship Management

• Serve as a professional point of contact for clients, employees, consultants, and vendors
• Draft, edit, and manage professional correspondence, presentations, and internal communications
• Maintain discretion and confidentiality with sensitive business and personal matters
• Help ensure strong communication and responsiveness across projects and departments

Organizational & Operational Support

• Organize digital files, documents, reports, and project‑related information
• Assist with construction-related coordination including vendor communication, scheduling, procurement follow‑up, and document tracking
• Help maintain organization of project information, meeting notes, and operational workflows
• Support special projects and company initiatives as assigned

Technology & Administrative Support

• Utilize technology platforms and software efficiently, including Microsoft Office, cloud‑based systems, scheduling platforms, and project management tools
• Assist with presentation preparation, spreadsheets, reports, and executive materials
• Troubleshoot and adapt quickly in a fast‑moving environment with changing priorities

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, or high‑level administrative professional required
• Construction industry experience strongly preferred
• Exceptional organizational and multitasking abilities
• Strong written and verbal communication skills
• High energy, professionalism, and attention to detail
• Excellent technology and computer skills
• Ability to work independently while anticipating needs proactively
• Comfortable handling both executive-level business matters and personal support tasks
• Ability to maintain confidentiality and professionalism at all times
• Willingness and ability to travel between Texas and New York as needed

Preferred Skills

• Experience supporting executives in fast-paced environments
• Familiarity with construction terminology, scheduling, and project coordination
• Experience with Microsoft Office, BOX, Procore, project management software, and scheduling systems
• Strong interpersonal skills with the ability to interact comfortably with high-end clientele and company leadership