Executive & Personal Assistant

Reports To: Executive Director

Position Type: Part-Time or Full-Time, To Be Determined

Location: On-Site – Katy, Texas, with Local Travel as Needed

Davies Institute for Speech & Hearing is seeking a highly organized, resourceful, and proactive Executive & Personal Assistant to provide direct support to the Executive Director in managing daily professional and personal responsibilities.

This position is designed for someone who thrives on getting things done, enjoys solving problems, and takes pride in creating order out of chaos. The ideal candidate is someone who can walk into a busy office, identify what needs attention, develop a plan, and execute it with minimal direction.

The Executive & Personal Assistant will serve as a trusted extension of the Executive Director, helping manage administrative tasks, correspondence, scheduling, projects, errands, and organizational needs.

This is a hands-on position that requires flexibility, discretion, exceptional follow-through, and a willingness to tackle tasks both large and small.

The ultimate goal of this position is simple:
Reduce the Executive Director's administrative burden so they can focus on leadership, business growth, and strategic decision-making.

• Manage and organize the Executive Director's daily administrative workload.
• Monitor, organize, and prioritize incoming correspondence, requests, and administrative tasks.
• Draft emails, letters, memos, and other communications for Executive Director review and approval.
• Track outstanding emails, requests, and follow-ups to ensure timely responses.
• Maintain organized digital and physical filing systems.
• Prepare, organize, scan, and file documents and paperwork.
• Assist with scheduling appointments, meetings, and professional commitments.
• Prepare materials, reports, and documents needed for meetings.
• Track deadlines and proactively remind the Executive Director of upcoming obligations.
• Maintain a running list of outstanding tasks, priorities, and completed assignments.

• Take ownership of assigned tasks from initiation through completion.
• Independently research solutions, coordinate resources, and determine appropriate next steps.
• Identify unfinished projects, administrative bottlenecks, and organizational needs.
• Follow up with vendors, service providers, and other contacts to ensure tasks are completed.
• Coordinate multiple projects simultaneously while maintaining attention to detail.
• Anticipate needs and proactively address issues before they require Executive Director involvement.
• Provide regular progress updates without requiring repeated follow-up.
• Recognize when a decision requires Executive Director approval versus when a task can be handled independently.

• Maintain an organized, functional, and professional executive office environment.
• Organize paperwork, supplies, storage areas, and administrative materials.
• Coordinate office improvements, including furniture placement, hanging pictures, decorating, and workspace organization.
• Research products, obtain quotes, and coordinate approved purchases.
• Schedule and coordinate maintenance, repairs, installations, and vendor visits.
• Assist with planning and executing company events, meetings, and special projects.
• Identify practical ways to improve organization and administrative efficiency.
• Assist with inventory, supply ordering, and general office needs as directed.

• Run local business and personal errands as requested.
• Coordinate appointments, reservations, deliveries, and personal scheduling needs.
• Assist with…