Administrative Coordinator and Executive Assistant to ...

Job description:Role SummaryThis role blends Executive Assistant, Personal Assistant, Project Manager, and Marketing Assistant responsibilities. Youll protect the CEOs time, run point on projects, and manage the CEOs executive brand and light executivelevel marketing initiatives. The right person is detailobsessed, techsavvy, and comfortable switching from strategic planning to handson execution in a small business plus high growth environment.What Youll Do1) Executive & Personal Assistant (40%)Own the CEOs calendar, inbox, and prioritiestriage, draft replies, schedule with minimal backandforth, and surface decisions at the right time.Prepare meeting agendas, take clear notes, track decisions and drive followups to closure.Coordinate travel, expenses, reimbursements, vendor relations, and light personal tasks/errands that protect the CEOs focus.Build executive briefing docs, onepagers, and slide decks; maintain contact lists and relationships.Maintain confidentiality and compliance2) Project & Task Management (35%)Stand up and maintain a simple project system with owners, due dates, and status.Convert ideas from meetings into scoped projects with timelines and checkpoints; remove roadblocks across teams and vendors.Track KPIs and operational dashboards; circulate weekly status updates and risk/issue logs.Create lightweight SOPs and checklists to scale repeatable work; improve processes over time.3) Executive Social & Light Marketing (25%)Manage the CEOs social brand presence: content calendar, post drafting/ghostwriting, graphics (e.g., Canva), basic video snippets, scheduling, comment moderation, and DMs.Help with microcampaigns (e.g., provider outreach, event followup, email/newsletter touchpoints, thoughtleadership posts) in coordination with marketing/vendors.What Success Looks Like (90Day Outcomes)CEO reports more protected focus timeA project board in or other software is live with 100% of active initiatives captured; 90% ontime task completion rate.Priorities list, and nextsteps sent daily, executive summary sent weekly, and issues/risks flagged early.Consistent Brand Prescence for executives: 24 quality posts/week, baseline engagement tracked, content library started.Personal assistance tasks completed on timeBuild quality relationships with employees, vendors and key partnersQualifications37 years in a blended Executive Assistant / Operations / Project Coordination role; smallbusiness or startup experience preferred.Strong writing and executivevoice skills (especially for LinkedIn).Proven experience implementing a task/project tool and running crossfunctional followups.High digital fluency: Microsoft 365, project toolsDiscretion with sensitive information.Bachelors degree or equivalent experience.Job Type: Full-timeBenefits:401(k)401(k) matchingDental insuranceEmployee discountFlexible spending accountHealth insuranceHealth savings accountPaid time offProfessional development assistanceVision insuranceExperience:Executive administrative support: 5 years (Required)Project management: 3 years (Required)Social media marketing: 2 years (Preferred)Ability to Commute:Plano, TX 75023 (Required)Work Location: In person

Created: 2025-09-26