Executive Assistant

Executive Assistant to the CEO

The Executive Assistant to the CEO is the operational right hand to DanceOne's Chief Executive Officer — owning the calendar, inbox and travel so the CEO's time goes to the highest-value work. Beyond core executive support, this role is a partner-facing extension of the CEO's office: maintaining the partnership contact list and mailing calendar, driving follow-ups to completion after every meeting, and preparing the CEO ahead of each conversation with the context and read of the room needed to walk in ready. This is a role for someone who anticipates rather than reacts and who is comfortable holding confidential information. Two things are required, not preferred: you work on Central Time (Texas preferred), and you come from the dance world — as a competitor, dancer, teacher, studio or event professional. We are not looking for someone who will learn this industry on the job; we are looking for someone who already understands who is in the room and why it matters.

Essential Duties and Responsibilities

• Manage the CEO's calendar. Own scheduling end to end across multiple time zones — booking, confirming, protecting time, resolving conflicts and reprioritizing as the week changes.
• Run the inbox. Triage incoming email, draft and send correspondence on the CEO's behalf, flag what needs a decision, and make sure nothing waiting on the CEO goes quiet.
• Coordinate travel and logistics. Build detailed itineraries for flights, hotels, ground transport and on-site event schedules, and adjust in real time when plans change.
• Prepare the CEO for every meeting. Assemble pre-meeting briefs covering who is attending, relationship history, open items and the outcome we want — so the CEO walks in with a read on the room.
• Own partnership mailings. Maintain the partner and sponsor contact database, and build, proof and send partnership communications, announcements and seasonal outreach on schedule and on brand.
• Drive follow-ups to closure. Capture action items from CEO meetings, route them to the right owners, track them in a shared tracker and chase them until they are done.
• Serve as a first point of contact. Represent the office of the CEO with partners, sponsors, studio owners, vendors and internal leaders — warmly, professionally and with sound judgment about what to escalate.
• Prepare materials and support leadership meetings. Build agendas, decks, pre-reads and reports to an external-ready standard; coordinate executive and cross-brand meetings and offsites, take minutes and publish decisions and next steps.
• Process expenses and invoices. Prepare the CEO's expense reports, reconcile receipts, and route partner invoices and contracts to Finance.
• Support events as needed. Assist with on-site logistics, VIP and partner hospitality, and CEO scheduling at DanceOne events and conventions.
• Perform additional duties using Artificial Intelligence - as assigned.

Qualifications and Experience

• Three or more years of experience as an Executive Assistant, Administrative Coordinator or similar, supporting a senior executive.
• Dance industry background required. Meaningful firsthand experience in dance — as a competitive or pre-professional dancer, studio owner or staff member, choreographer, teacher, or event and convention staff. You know how the studio, competition and convention world works and can speak its language credibly with partners.
• Based in the United States and able to work core business hours in the Central Time zone; Texas strongly preferred.
• Proven track record managing a complex, changing executive calendar across multiple time zones.
• Excellent written communication; able to draft polished, on-brand correspondence on an executive's behalf.
• Proficient with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new systems quickly.
• Demonstrated discretion handling confidential information.
• Reliable high-speed internet, a professional remote workspace, and availability for occasional evening, weekend and event travel.

Preferred

• Experience supporting a founder or CEO at a high-growth or multi-brand company, and with partnership, sponsorship or client-relationship communications.
• Familiarity with CRM, email marketing and project management tools (HubSpot, Salesforce, Mailchimp, Asana, Notion or similar).

Skills and Competencies

• Anticipation. Sees what the CEO will need before being asked and prepares it.
• Relationship instinct. Reads people and situations well, and knows how to prepare an executive for the room they are walking into.
• Follow-through and precision. Nothing falls through the cracks; open loops get closed without reminders, and the typo, wrong date or double-booking gets caught first.
• Organization under pressure. Juggles competing priorities calmly during peak event season.
• Judgment and discretion. Knows what to handle independently, what to escalate and when to say no on the CEO's behalf, and holds sensitive personnel, financial, partnership and safeguarding information in complete confidence.
• Self-direction. Thrives working remotely with minimal supervision and stays visible and responsive.

Physical Requirements and Work Environment

• Primarily a remote, sedentary office role: extended periods seated at a computer, with frequent use of a keyboard, monitor and phone, and clear communication by phone, video and email throughout the business day.
• Occasional travel by air and car; event environments include loud music, crowds, extended time on foot, long days and occasional lifting up to 25 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

Our Culture Comes First — The Gifts of Dance

• Gratitude. We lead with appreciation — for each other, for our dancers and community, and for the opportunity to do meaningful work.
• Innovation. We embrace change and challenge the status quo. We believe innovation drives growth, excellence and impact.
• Fun. We bring joy to everything we do. Fun energizes our teams and strengthens our connections.
• Trust. Trust empowers us to collaborate, take risks and support one another — on and off the dance floor.
• Safety. We put safety first — always. We create environments where dancers, employees and spectators feel secure and supported.

Benefits and Perks

• Medical, Dental and Vision;
• Health Savings Account employer contribution, and Flexible Spending Accounts for healthcare and dependent care.
• 401(k) with a 4% company match - eligible after three months.
• Group and Voluntary Life and AD&D coverage, and an Employee Assistance Program.
• Paid time off, employee discounts and the InsurChoice voluntary benefits program. Coverage begins the first of the month following your date of hire.

Why Join DanceOne

This is a seat at the center of the largest dance company in the world. You will work directly with the CEO, see how a multi-brand business runs from the inside, and build relationships with the partners and studio leaders who shape the industry. If you grew up in dance, this role keeps you in the room where it happens. DanceOne is an Equal Opportunity Employer. We are committed to building a team that reflects the communities we serve, and we do not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state or local law. All employment decisions are based on qualifications, merit and business need. Reasonable accommodations are available to applicants and employees with disabilities; to request an accommodation, contact Human Resources. This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all duties, responsibilities or requirements, and may be amended at DanceOne's discretion. Employment with DanceOne is at will.