Personal Executive Assistant

The Person al Executive Assistant provides high-level administrative, operational, logistical, and personal support to the Chief Executive Officer (“CEO”) and Executive Team.

This role requires exceptional organization, discretion, professionalism, responsiveness, sound judgment, and the ability to manage multiple priorities in a fast-paced environment while effectively utilizing technology and available resources.

The successful candidate will be highly organized, tech-savvy, and serve as a trusted support partner who anticipates needs, manages details, protects confidential information, and follows through on both business and personal responsibilities with accuracy, professionalism, and urgency.

This position combines remote work with on-site office support, in-person meeting attendance, and occasional local travel.

Most working hours will be performed remotely; however, on-site attendance is required for meetings, training, events, and other business needs.

Company-provided equipment will be supplied as needed.

Working hours are flexible; however, this position requires a high level of responsiveness, dependability, and timely follow-through throughout the workday.

Responsibilities may occasionally require evening or weekend availability to support business or personal events and priorities.

The position requires prolonged periods of sitting, frequent computer use, and occasional lifting or transporting of office supplies, food orders, packages, event materials, or similar items.

The ideal candidate is exceptionally detail-oriented, proactive, dependable, resourceful, and comfortable managing both business and personal responsibilities with professionalism and discretion.

This role is best suited for someone who enjoys helping others, thrives in a flexible and fast-paced environment, and can seamlessly transition between strategic executive support and day-to-day logistical responsibilities.

The position offers significant flexibility, autonomy, and growth potential for the right individual and is intended to become a long-term, trusted partnership with the CEO.

Read, review, organize, prioritize, and manage email communications on behalf of the CEO, with minimal direction.

Screen phone calls, voicemails, mail, emails, inquiries, and other communications, responding directly or redirecting them as appropriate.

Provide confidential administrative, logistical, and personal support for the CEO and family, including scheduling, purchasing, reservations, errands, coordination, and follow-through on time-sensitive matters communicated through email, phone, text message, Asana, or other communication platforms.

Coordinate domestic and international travel arrangements, prepare detailed itineraries, review and categorize credit card transactions, complete expense and mileage reporting, and maintain accurate calendars.

Manage multiple complex calendars by scheduling meetings, appointments, reminders, travel, events, and associated logistics while resolving scheduling conflicts proactively.

Create, organize, maintain, and distribute agendas for weekly, monthly, quarterly, annual, all-staff, advisory board, and other meetings as needed.

Attend required meetings and events in person, prepare meeting materials, coordinate refreshments and meals, take meeting notes, track action items, and distribute follow-up information.

Coordinate, manage, and attend company and personal events, including events held at Trainz , the CEO’s home, and other locations, including the Company’s annual summer party and similar events.

Create and manage guest lists, invitations, reminders, catering arrangements, vendor coordination, staffing, decorations, supplies, and all related event logistics.

Coordinate all advisory board activities, including scheduling meetings, distributing materials before meetings, recording meeting minutes, tracking action items, and coordinating board payments and reimbursements following meetings.

Review and manage company and personal mail delivered to the CEO’s residence during extended periods of absence, notifying the CEO of important matters and responding or redirecting…