Special Assistant to the CEO

Frontline Source Group; Dallas (TX); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Comprehensive medical benefits

Dental and vision coverage

401(k) retirement savings

Paid time off and holidays

Job summary

Frontline Source Group is recruiting a Special Assistant to the CEO in Dallas, TX. This role supports the CEO by managing complex calendars, coordinating travel, meetings, and VIP logistics to enable efficient executive operations.

The ideal candidate will be highly organized, discreet, and proactive, able to adapt to changing priorities, and skilled at coordinating cross-functional tasks with strong written and verbal communication abilities.

Qualifications

• 2–4 years of professional experience preferred, or equivalent capability.
• Exceptional organization and time-management skills.
• Strong service mentality with the ability to anticipate needs.
• Mature, polished, and professional when dealing with executives and external stakeholders.
• Proficiency with Google Workspace and AI-based tools.

Responsibilities

• Manage a complex and frequently changing executive calendar with scheduling, confirmations, and last-minute changes.
• Coordinate meetings, meals, transportation, reservations, and other logistics for the CEO.
• Prepare meeting materials, agendas, and background information as needed.
• Track commitments, reminders, and deadlines to ensure nothing falls through the cracks.
• Handle correspondence and sensitive information with discretion and sound judgment.
• Be a hands-on resource for the CEO and adapt to changing priorities.
• Remain onsite in Dallas area to support travel and events as needed.
• Assist with special projects and research to improve efficiency.
• Collaborate with internal teams and extend help where required.

Skills

Executive calendar management

Logistics coordination

Communication

Education

Bachelor's degree (preferred)

Tools

Google Workspace

AI tools

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

• 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.

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.