Executive Assistant To CEO (Job ID: KELDJ1U)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The client is the CEO of an oil and gas company and principal of his own investment-focused oil business, based in Dallas, Texas. He manages a high volume of operational decisions, deal evaluations, and strategic initiatives across multiple ventures. His schedule is fast-paced and calendar-heavy, involving constant interaction with partners, brokers, and service providers. He is looking for a highly reliable and proactive Executive Assistant to create leverage in his day-to-day operations and allow him to focus on high-value decision-making.

About the Role:

This role is a high-level Executive Assistant position focused on managing the client’s time, communication, and operational flow. The ideal candidate will act as a gatekeeper and organizer, ensuring that all logistics, scheduling, and administrative processes run seamlessly. This is not a technical role. Instead, it requires strong judgment, organization, and proactivity to support a busy executive in both business and personal matters. The right candidate is detail-oriented, structured, and able to anticipate needs without constant direction.

Key Responsibilities

Calendar and Meeting Management

• Manage and coordinate all calendar activities, including scheduling meetings with partners, brokers, and stakeholders.
• Send detailed calendar invites, including location, dial-in information, and brief context about the attendee.s
• Protect designated deep work blocks and prioritize high-value meetings
• Provide weekly calendar previews with key priorities, preparation needs, and potential conflicts
• Book and confirm reservations for business-related meals and meetings

Travel and Logistics Coordination

• Arrange flights, hotels, and ground transportation for business trips and site visits.
• Prepare clear, one-page travel itineraries with all relevant details
• Manage travel logistics during high-volume periods and ensure all plans are confirmed in advance
• Maintain updated travel profiles, memberships, and preferences

Email and Communication Management

• Perform daily inbox triage, prioritizing critical communications and filtering non-essential messages.
• Draft responses for routine communications and route for approval when needed
• Follow up on pending email threads and ensure timely responses
• Maintain strict discretion on sensitive communications and approvals

Deal Pipeline and Administrative Support

• Maintain and update a structured deal tracker, including status, deadlines, and next action.s
• Organize and structure deal-related files and documentation
• Track key deadlines and ensure all deal-related activities are properly logged
• Prepare concise, one-page summaries of deal information based on provided materials
• Support overall organization of business information and workflows

Task and Workflow Management

• Manage and maintain task tracking systems, ensuring accuracy and completeness
• Monitor weekly task lists and follow up on overdue items
• Organize meeting notes and ensure proper documentation across projects
• Maintain a clean and updated system for tracking ongoing priorities

Research and Briefings

• Prepare concise briefing documents ahead of meetings, including relevant background information.ion
• Research companies, individuals, and opportunities as needed
• Summarize long documents into clear, actionable insights
• Gather and organize publicly available information to support decision-making

Personal and Household Support

• Manage personal scheduling, including appointments, reservations, and events.
• Coordinate household logistics such as repairs, deliveries, and services
• Assist with personal planning, including travel, family events, and errands
• Handle day-to-day personal administrative tasks to reduce executive workload

Qualifications & Skills

Must

• 5+ years of experience as an Executive Assistant or in a similar high-level support role
• Experience supporting senior executives, founders, or CEOs
• Strong organizational and time management skills
• Excellent written and verbal communication in English
• Proven ability to manage calendars, inboxes, and multiple priorities simultaneously
• High level of discretion and professionalism when handling sensitive information
• Experience with tools such as Outlook, Google Workspace, or similar productivity platforms

Preferred

• Experience supporting executives in fast-paced or deal-driven environments
• Familiarity with tools such as Notion, Slack, Teams, or similar workflow platforms
• Experience coordinating travel and complex logistics
• Exposure to industries such as finance, consulting, or oil and gas
• Experience managing task tracking systems or project coordination tools

Personality Traits

• Highly proactive and anticipatory in approach
• Detail-oriented and structured thinker
• Strong sense of ownership and accountability
• Calm under pressure and able to manage competing priorities
• Direct and concise communicator
• Reliable, consistent, and execution-focused

Originally posted on Himalayas