Executive/Personal Assistant to CEO/Owner

$61,047 - $67,088/Yr

Autumn Leaves - Grapevine, TX

Full-time - Mid Level

Remote - Grapevine, TX

1,001-5,000 employees

Nursing and Residential Care Facilities

About the position

The Executive/Personal Assistant to the CEO/Owner provides comprehensive personal and business assistance to maximize the CEO's time and effectiveness. This role involves managing the CEO's finances, supervising office staff, and ensuring the smooth operation of the executive office.

Responsibilities

• Serves as the central point of contact for those communicating with CEO.
• Coordinates and organizes CEO's calendar by scheduling appointments, meetings, engagements, and daily activities.
• Assists CEO in the timely management of written, telephone, email, and voicemail communications.
• Independently composes letters and documents and ensures follow-up with those that require answers, responses, and written replies.
• Creates and maintains an extensive, highly organized, paper and electronic filing systems.
• Oversees executive office procedures, processes, appearance and operation.
• Provides a wide variety of administrative support including preparation of agendas, attending meetings and taking minutes, reviewing documents, and transcribing correspondence from handwritten notes.
• Schedules and manages a wide-variety of appointments for the CEO and his family.
• Creates and coordinates travel arrangements and other business or personal arrangements for the CEO and his family.
• Handles daily requests, which may vary from day to day and may include planning business, personal, and family events for CEO. Plus completing related errands.
• Supervises the administrative, clerical, and household staff of CEO.
• Maintains all hard copy and digital records for ongoing executive projects.
• Creates and manages CEO's personal and related budgets.
• Processes and pays CEO's bills and other designated invoices of the Company on time, while keeping records up to date, including in specific financial software.
• Serves as point of contact for outside CPA firm and others needing financial information from CEO, ensuring taxes prepared on-time.
• Works with accounting to provide the Company with necessary information on CEO's personal finances and ensures the timely preparation of CEO's personal financial statement.
• Prepares CEO's expense reports, medical, and other reimbursements.
• Working hours may vary from day to day and project to project. Must be flexible and willing to work extra time during busy seasons and on call during weekends and after business hours.
• Performs other duties as assigned.

Requirements

• Bachelor's degree from an accredited university or equivalent experience.
• Minimum three (3) years of comparable experience.
• Prior experience in Family Office/Business, Real Estate, or a Healthcare organization preferred.
• Excellent oral, written, and non-verbal communication skills.
• Impeccable organizational skills.
• Proficient knowledge and extensive use of Microsoft Office, Outlook, Adobe, and Visio.
• Regularly required to resolve complex administrative problems independently. Performs tasks that are diverse and advanced.
• An effective, proactive, self-sufficient supervisor and leader; as well as to be a team player.
• Ability to work on business and personal items interchangeably.
• Primary work location at corporate office and CEO's home; limited remote working.
• Texas Notary Public or ability to become one.

Nice-to-haves

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement