Executive Assistant

Executive Personal Assistant (In-Person, Austin, TX)

Location: Austin TX

• Calendar Ownership: Design a highly intentional, priority-driven schedule; protect focus time; sequence days for maximum productivity.
• Inbox Management: Triage emails, draft responses, create templates, elevate only when necessary; maintain exceptionally tight response times.
• Travel Coordination: Plan detailed domestic/international travel; create briefs, itineraries, contingencies, packing lists; ensure the CEO is always prepared.
• Meeting Prep & Follow-Through: Prepare pre-reads, talking points, research summaries, and post-meeting follow-up notes.
• Company Operations:
• Coordinate cross-functional priorities with the team across the globe.
• Coordinate with the events team and help plan off-sites, customer events, and light HR operations.
• Document & Knowledge Management: Maintain clean, well-structured internal systems - Drive, Docs, Sheets, SOPs, workflow templates.
• Light Content & Design: Draft polished internal and external communications; prepare clean slide decks and one-pagers that reflect company's brand.
• Project Management: Run checklists across CEO initiatives, track deadlines, monitor execution, and ensure no task slips.
• Support early operations for side projects, launches, or new initiatives.
• Research deep-dive topics quickly and present clear, concise options.

• Coordinate medical, wellness, fitness, and personal appointments.
• Manage personal errands, returns, mail handling, online accounts, DMV/travel documents.
• Assist with travel planning for family trips; book experiences, dining, and concierge-level logistics.
• Light personal shopping, errands, wardrobe organization, and gift sourcing.
• Occasional driving between South Congress, Downtown, and local appointments to run local errands: groceries, returns, event prep, pickups/drop-offs around Austin.

• Coordinate with the estate manager to help manage home vendors: cleaners, handyman, gardener, contractors, home services, maintenance schedules, repairs, inventory, packages, and light organization.
• Coordinate with the family office to help manage accounts, bills, renewals, warranties, and subscriptions.
• Coordinate with the family office as needed on the following:
• Track receipts, recurring expenses, reimbursements, and monthly summaries.
• Aid in maintaining organized documentation for LLCs, trusts, insurance, and personal records.

• The CEO's time, focus, and energy are protected and maximized.
• Home and office environments run smoothly with minimal input required.
• Travel, calendars, inboxes, and operations remain proactive - not reactive.
• Details are handled flawlessly; communication is clean, calm, and consistent.
• The EPA becomes a trusted partner, operating with full ownership and judgment.

• 5+ years combined EA/PA experience
  , including direct support to a founder, C-level executive, or HNW individual.
• Long tenure in past roles; demonstrated loyalty, trustworthiness, and stability.
• High IQ + high EQ: calm, intuitive, anticipatory, tactful.
• Extremely organized, detail-driven, reliable, and solution-oriented.
• Self-directed operator who thrives in an early-stage or fast-moving environment.
• Exceptional communicator - clear, concise, direct, and professional.
• Comfortable working in-person, hands-on, and providing lifestyle + family support.
• Must have:
  Driver's license
  , ability to run local errands, and physical presence in Austin.
• Technical proficiency:
• Google Workspace
  :
  Calendar, Gmail, Drive, Docs, Sheets (expert-level required), Slides.
• Slack (internal team coordination).
• Superhuman or similar email clients for fast inbox triage.
• Project & Task Tools
  :
  Asana, Notion, Todoist, Linear, Click Up, or similar.
• Scheduling Tools
  :
  Calendly, Cron, Vimcal, or equivalent.
• Travel Tools
  :
  Trip Actions/NAVAN, Google Travel, airline portals, Uber/Lyft.
• File & Knowledge Systems
  :
  Notion, Dropbox, Google Drive organization.
• Light Design Tools
  :
  Canva, Figma, or Keynote for simple one-pagers and decks.
• Automation Tools
  :
  Zapier, basic AI workflows, and templating systems.
• In-person role (non-negotiable) on South Congress in Austin.
• Exceptional attention to detail is non-negotiable. The CEO values precision and quality over speed; he would always prefer the task be done slowly and correctly the first time rather than rushed with avoidable errors.
• A strong bias toward zero repeated mistakes - learn quickly, adjust systems, and ensure…