Executive Assistant To CEO; U

Role Overview

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.

• 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.
• 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.

• 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.

• 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.

• Maintain and update a structured deal tracker, including status, deadlines, and next actions.
• 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.

• 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.

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

• 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.

• 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…