Executive Assistant To CEO (Job ID: KELDJ1U)

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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