Special Assistant to the CEO

dfwHR; Dallas (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Comprehensive medical benefits, PPO

Dental and vision coverage

401(k)/retirement savings program

Paid time off and company holidays

Job summary

dfwHR is seeking a Special Assistant to the CEO in Dallas, TX. This role goes beyond a traditional EA, supporting the CEO with scheduling, meetings, travel, events, and ad-hoc tasks to keep the executive's day efficient and focused.

Ideal candidates are organized, service-minded, and capable of handling changing priorities with discretion. A background in hospitality or service and strong written/verbal communication are valuable assets.

Qualifications

• 2–4 years of professional experience preferred.
• Exceptional organization and time-management skills.
• Strong service mentality with the ability to anticipate needs.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the CEO's complex and frequently changing calendar.
• Coordinate meetings, meals, transportation, and events.
• Prepare meeting materials, agendas, and presentations.
• Track commitments, reminders, and important deadlines.
• Handle correspondence and sensitive information with professionalism.
• Assist with special projects and logistical problem-solving.

Skills

Calendar management

Meeting coordination

Discretion

Communication

Event planning

Hospitality mindset

Problem solving

AI tools

Tech savvy

Education

Bachelor's degree preferred

Tools

Google Workspace

Job description

Our client, a dynamic and fast-growing mission-driven organization in Dallas, Texas is seeking a highly resourceful and service-minded Special Assistant to the CEO. This is not a traditional desk-based Executive Assistant position. The Special Assistant will serve as an extension of the CEO, helping manage the details, logistics, changing priorities, and day-to‑day needs that allow a busy executive to operate efficiently.

Special Assistant to the CEO Role

This position is ideal for an organized, energetic professional with a strong hospitality or service mentality who is comfortable handling everything from executive scheduling and meeting preparation to errands, logistics, events, and unexpected needs. Manage a complex and frequently changing executive calendar, including scheduling, confirmations, meeting coordination, and last‑minute adjustments. Coordinate meetings, meals, transportation, reservations, and other day‑to‑day logistics for the CEO. Prepare meeting materials, agendas, background information, presentations, and other resources as needed. Track commitments, reminders, follow‑up items, and important deadlines to ensure nothing falls through the cracks. Handle correspondence and sensitive information with professionalism, discretion, and sound judgment. Serve as a hands‑on resource for the CEO when unexpected needs or changing priorities arise. Handle occasional personal errands and logistics that help maximize the CEO's time and effectiveness. Coordinate stakeholder meetings, visitors, dinners, events, and other special engagements. Assist with special projects, research, presentations, information gathering, and logistical problem‑solving. Work collaboratively with existing internal support resources while stepping in wherever additional assistance is needed. Remain physically available onsite to address needs while the CEO is traveling or working throughout the Dallas area. Take ownership of miscellaneous tasks as they arise, whether that means coordinating an important meeting, running an errand, helping with an event, moving materials, or solving an unexpected problem.

Special Assistant to the CEO Background Profile

Approximately 2-4 years of professional experience preferred; equivalent experience and demonstrated capability will be considered. Exceptional organization and time‑management skills. Strong service mentality with the ability to anticipate needs. Highly resourceful and able to independently figure out solutions. Comfortable working in an environment where priorities may change quickly. Mature, polished, responsive, and professional when interacting with executives and external stakeholders. Strong written and verbal communication skills. High level of discretion when handling confidential or sensitive information. No task‑too‑small mentality. Ability to remain calm and solutions‑focused when plans change. Strong general technology aptitude and ability to learn new systems quickly. Comfortable working within Google Workspace and other productivity platforms. Comfortable thoughtfully utilizing AI‑based tools to improve efficiency while exercising independent judgment. Bachelor's degree preferred but not required with equivalent professional experience.

Benefits

• Comprehensive medical benefits, including a strong PPO option.
• Dental and vision coverage.
• 401(k)/retirement savings program.
• Paid time off and company holidays.