Personal Assistant

Job Description

Job Description

JOB TITLE : Personal Assistant

TYPE : Direct hire | ONSITE

LOCATION : Addison, Texas - 75001

SHIFT : M -F | 8:00 AM–5:00

MUST HAVE GOOD TENURE

Our client is seeking an exceptional Personal Assistant to the Chairman of an established, privately held organization in Addison, Texas.

This is a highly visible and trusted position supporting an accomplished business leader whose responsibilities extend across corporate operations, executive relationships, personal commitments, and private interests.

We are seeking a sophisticated, highly organized professional who can operate as a true extension of the Chairman. The successful candidate will anticipate needs, exercise independent judgment, manage complex priorities, and ensure seamless execution of both professional and personal responsibilities.

Personal Assistant to the Chairman Responsibilities:

Executive Support & Calendar Management

Provide comprehensive executive, administrative, and personal support directly to the Chairman.

Manage a complex, frequently changing calendar involving corporate meetings, board commitments, personal appointments, family activities, and travel.

Independently assess scheduling priorities and determine which matters require immediate attention, delegation, or rescheduling.

Anticipate scheduling conflicts and proactively implement solutions.

Serve as the Chairman's primary point of coordination for time-sensitive requests, meetings, and commitments.

Prepare daily and weekly schedules, briefing materials, meeting agendas, and relevant background information.

Coordinate with executive leadership, administrative teams, external advisors, and personal contacts to ensure commitments are executed successfully.

Monitor outstanding action items and follow up with appropriate parties to ensure deadlines are met.

Maintain organized records and systems that provide immediate access to important information.

Protect the Chairman's time while remaining responsive to critical business and personal needs.

Personal Assistance & Private Affairs

Manage personal appointments, family schedules, errands, and day-to-day administrative needs.

Coordinate household-related matters, personal services, property maintenance, and vendor appointments.

Serve as a liaison with household employees, property managers, private service providers, and other individuals supporting the Chairman's personal affairs.

Oversee administrative matters associated with private properties and other personal interests.

Assist with personal purchases, special gifts, charitable commitments, and family-related logistics.

Coordinate with personal accountants and other professional advisors on administrative and financial matters.

Manage sensitive personal matters with confidentiality, professionalism, and sound judgment.

Maintain clear boundaries of confidentiality while seamlessly managing both corporate and personal responsibilities.

Complex Travel Planning & Logistics

Coordinate domestic and international travel, including commercial and private aviation.

Arrange accommodations, ground transportation, dining, meetings, and special travel requirements.

Prepare comprehensive travel itineraries with detailed schedules, confirmations, contacts, and contingency plans.

Coordinate passports, visas, travel documentation, and other logistical requirements as necessary.

Anticipate potential disruptions, including scheduling conflicts, weather delays, transportation changes, and last-minute requests.

Coordinate with travel providers, executive teams, and personal contacts to ensure efficient execution.

Occasionally travel with the Chairman to company locations, conferences, customer meetings, or private events.

Executive Communication & Relationship Management

Act as a trusted liaison between the Chairman and senior executives, board members, business partners, family members, private staff, and external contacts.

Prepare professional emails, letters, presentations, executive summaries, and briefing materials.

Communicate effectively on behalf of the Chairman while maintaining the appropriate tone and level of authority.

Recognize sensitive matters requiring discretion or immediate escalation.

Build productive relationships with internal and external stakeholders.

Handle confidential information involving business operations, personal affairs, and executive decision-making.

Maintain a polished and professional presence when interacting with prominent business leaders and guests.

Project Management & Operational Coordination

Coordinate special projects and initiatives assigned by the Chairman.

Independently manage project timelines, priorities, deliverables, and stakeholder communication.

Track commitments and ensure appropriate follow-through from internal teams and outside partners.

Organize complex information into clear, actionable updates.

Research options, gather relevant information, and provide recommendations to support decisions.

Identify inefficiencies and suggest improvements to administrative processes.

Review expenditures, invoices, and vendor proposals associated with executive initiatives.

Support coordination between leadership, operations teams, and other stakeholders.

Provide assistance with special assignments requiring adaptability, confidentiality, and personal accountability.

Private Events, Hospitality & Special Projects

Coordinate private dinners, executive receptions, corporate hospitality events, and family gatherings.

Manage venue arrangements, guest coordination, transportation, catering, and related logistics.

Support events hosted at private residences, estates, or other locations.

Coordinate with vendors and service providers to ensure a high standard of execution.

Prepare event schedules, guest lists, logistical plans, and related materials.

Support charitable activities, special purchases, and other personal initiatives.

Maintain confidentiality regarding guest identities, private arrangements, and personal matters.

Financial Administration & Vendor Coordination

Assist with personal and business expense reporting.

Review invoices, receipts, statements, and supporting documents for completeness and accuracy.

Coordinate with accounting professionals and financial representatives as appropriate.

Track expenditures associated with travel, events, personal matters, and assigned projects.

Maintain organized financial and administrative records.

Communicate with vendors regarding services, schedules, billing, and performance.

Exercise appropriate judgment when evaluating purchases, expenditures, and vendor-related decisions.

Required Qualifications

Bachelor's degree in Business Administration, Management, or a related field.

Minimum of seven years of relevant experience in executive support, personal assistance, project management, private service, estate management, military aide support, or a comparable high-level role.

Demonstrated experience supporting senior executives, business owners, Chairmen, CEOs, or other high-profile principals.

Proven ability to manage sensitive professional and personal responsibilities.

Experience exercising independent judgment and resolving complex matters without continuous supervision.

Strong business acumen and understanding of executive-level operations.

Experience coordinating multiple priorities in demanding, fast-paced environments.

Executive Support & Organizational Skills

Exceptional calendar management and executive scheduling capabilities.

Strong travel planning experience, including complex domestic and international arrangements.

Demonstrated ability to manage time-sensitive requests and frequently changing schedules.

Excellent project coordination, prioritization, and organizational skills.

Ability to maintain accurate records and efficiently retrieve critical information.

Strong attention to detail and commitment to accuracy.

Ability to independently identify issues, evaluate options, and implement practical solutions.

Benefits

Medical, dental, and vision insurance options.

Employer-provided basic life and accidental death and dismemberment insurance for eligible employees.

Short-term disability coverage for eligible employees.

Optional life and long-term disability coverage.

Voluntary supplemental insurance options.

Employee Assistance Program and mental health resources.

Healthcare and dependent care flexible spending accounts.