Executive Assistant

Executive Personal Assistant (In-Person, Austin, TX)

60% Executive Support 40% Personal Support

Location: Austin TX

Executive & Professional Support

• Calendar Ownership: Design a highly intentional, priority-driven schedule; protect focus time; sequence days for maximum productivity.
• Inbox Management: Triage emails, draft responses, create templates, escalate only when necessary; maintain exceptionally tight response times.
• Travel Coordination: Plan detailed domestic/international travel; create briefs, itineraries, contingencies, packing lists; ensure the CEO is always prepared.
• Meeting Prep & Follow-Through: Prepare pre-reads, talking points, research summaries, and post-meeting follow-up notes.
• Company Operations:
• Coordinate cross-functional priorities with the team across the globe.
• Coordinate with the events team and help plan off-sites, customer events, and light HR operations.
• Support recruiting: interview scheduling, candidate coordination, ATS hygiene.
• Document & Knowledge Management: Maintain clean, well-structured internal systems - Drive, Docs, Sheets, SOPs, workflow templates.
• Light Content & Design: Draft polished internal and external communications; prepare clean slide decks and one-pagers that reflect companys brand.
• Project Management: Run checklists across CEO initiatives, track deadlines, monitor execution, and ensure no task slips.
• Support early operations for side projects, launches, or new initiatives.
• Research deep-dive topics quickly and present clear, concise options.

Personal Lifestyle Support

• Coordinate medical, wellness, fitness, and personal appointments.
• Manage personal errands, returns, mail handling, online accounts, DMV/travel documents.
• Assist with travel planning for family trips; book experiences, dining, and concierge-level logistics.
• Light personal shopping, errands, wardrobe organization, and gift sourcing.
• Occasional driving between South Congress, Downtown, and local appointments to run local errands: groceries, returns, event prep, pickups/drop-offs around Austin.

Household & Property Management

• Coordinate with the estate manager to help manage home vendors: cleaners, handyman, gardener, contractors, home services, maintenance schedules, repairs, inventory, packages, and light organization.
• Coordinate with the family office to help manage accounts, bills, renewals, warranties, and subscriptions.

Financial & Administrative

• Coordinate with the family office as needed on the following:
• Track receipts, recurring expenses, reimbursements, and monthly summaries.
• Aid in maintaining organized documentation for LLCs, trusts, insurance, and personal records.
• Support light investment/asset coordination (signatures, closings, wires, vendor comms).

What Success Looks Like

• The CEOs time, focus, and energy are protected and maximized.
• Home and office environments run smoothly with minimal input required.
• Travel, calendars, inboxes, and operations remain proactive - not reactive.
• Details are handled flawlessly; communication is clean, calm, and consistent.
• The EPA becomes a trusted partner, operating with full ownership and judgment.

Must have qualifications

• 5+ years combined EA/PA experience , including direct support to a founder, C-level executive, or HNW individual.
• Long tenure in past roles; demonstrated loyalty, trustworthiness, and stability.
• High IQ + high EQ: calm, intuitive, anticipatory, tactful.
• Extremely organized, detail-driven, reliable, and solution-oriented.
• Self-directed operator who thrives in an early-stage or fast-moving environment.
• Exceptional communicator - clear, concise, direct, and professional.
• Comfortable working in-person, hands-on, and providing lifestyle + family support.
• Must have: Drivers license , ability to run local errands, and physical presence in Austin.
• Technical proficiency:
• Google Workspace : Calendar, Gmail, Drive, Docs, Sheets (expert-level required), Slides.
• Slack (internal team coordination).
• Superhuman or similar email clients for fast inbox triage.
• Project & Task Tools : Asana, Notion, Todoist, Linear, ClickUp, or similar.
• Scheduling Tools : Calendly, Cron, Vimcal, or equivalent.
• Travel Tools : TripActions/NAVAN, Google Travel, airline portals, Uber/Lyft.
• File & Knowledge Systems : Notion, Dropbox, Google Drive organization.
• Light Design Tools : Canva, Figma, or Keynote for simple one-pagers and decks.
• Automation Tools : Zapier, basic AI workflows, and templating systems.

Work Style & Expectations

• In-person role (non-negotiable) on South Congress in Austin.
• Exceptional attention to detail is non-negotiable. The CEO values precision and quality over speed; he would always prefer the task be done slowly and correctly the first time rather than rushed with avoidable errors.
• A strong bias toward zero repeated mistakes - learn quickly, adjust systems, and ensure improvements stick.
• Proactive, high-ownership mindset - brings solutions, not problems.
• Flexible, reliable, and able to respond and act outside traditional hours when reasonable.
• Discreet, professional, and committed to confidentiality.
• Low-ego, team-oriented, and aligned with the Principals pace and expectations.

Benefits

• Compensation: $110,000-$180,000 annual salary, depending on experience.
• Healthcare benefits

This role is designed for someone who wants to operate at the intersection of business, personal life management, and operational excellence. The right candidate will become an indispensable partner to the CEO and a central part of his success.