Executive Assistant

Executive Assistant to the CEO – Job Description

Position Title: Executive Assistant to the CEO

Department: Executive Office

Reports To: Chief Executive Officer

Location: Stephenville, Texas

Position Summary

The Executive Assistant to the CEO provides high-level administrative support to the Chief Executive Officer and serves as a key liaison between the CEO, internal staff, clients, and external partners. This role requires exceptional organizational skills, strong attention to detail, excellent communication abilities, and the ability to handle sensitive information with the highest level of confidentiality and professionalism.

Key Responsibilities

Executive Support

• Manage and maintain the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare meeting agendas, take minutes, and ensure follow-up on action items.
• Coordinate and prioritize daily tasks, ensuring the CEO's time is used effectively.
• Draft, proofread, and edit correspondence, reports, presentations, and other documents.
• Handle confidential information with discretion.

Communication & Coordination

• Screen calls, emails, and requests; provide appropriate responses or route communications efficiently.
• Build strong working relationships across departments to ensure seamless communication and support.

Administrative Management

• Organize and maintain digital and physical files.
• Assist in preparing expense reports, budgets, and financial documentation.
• Support strategic initiatives, special projects, and company events as assigned by the CEO.
• Coordinate meetings, including preparing packets, recording minutes, and arranging logistics.

Project & Office Support

• Track deadlines, project tasks, and deliverables to ensure timely completion.
• Conduct research, compile data, and prepare summaries to support CEO decision-making.
• Assist with hiring tasks, communication drafts, and policy review when needed.

Qualifications

Required

• Proven experience (3–5 years) as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership.
• Strong written and verbal communication skills.
• High level of discretion and professionalism.
• Excellent time management and organizational skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and project-management tools.
• Ability to multitask and work under pressure in a fast-paced environment.

Key Competencies

• Professionalism & confidentiality
• Initiative & problem-solving
• Adaptability & flexibility
• Relationship-building and interpersonal skills
• Attention to detail
• Strategic thinking and proactive planning

Work Schedule

• Full-time, Monday–Friday, with occasional evening or weekend support as needed.

Benefits

• Accrued Paid Time Off
• Discounted health insurance
• 401(k) opportunities

Job Type: Full-time

Benefits:

• 401(k)
• Life insurance
• Paid time off

Work Location: In person