T091
Located in San Antonio, TX
Pay: $85,000
Job Full Description
Job Title: Executive Assistant
Location: San Antonio, TX
About company:
Client Company is a rapidly growing toy manufacturing and fulfillment company.
Job Summary
The company is seeking a highly organized and proactive Executive Assistant to serve as a key member of the executive team and provide direct support to leadership. This role requires an individual with proven experience who can contribute effectively from day one with minimal training. The ideal candidate will demonstrate strong problem-solving skills, attention to detail, and the ability to anticipate needs while managing multiple priorities. The position demands professionalism, adaptability, and the capacity to bring a high level of energy and value to the organization, acting as a true extension of executive leadership. Candidates should be prepared for a skills assessment during the interview process to ensure alignment with the role’s requirements.
Job Schedule:
Monday - Friday
9:00am - 6:00pm
after hours on call for urgent tasks
Responsibilities:
Executive Operations & Time Management
- Own and optimize the CEO’s calendar—prioritize, gatekeep, and sequence time around top priorities.
- Anticipate needs; prepare daily briefs with goals, context, risks, and decision asks.
- Maintain a rolling 4–6 week operating cadence (staff meetings, 1:1s, business reviews).
- Protect focus time; triage inbound requests and decide what to decline, delegate, or defer.
- Track CEO action items and ensure timely follow-through across teams.
Meeting Management
- Plan, run, and debrief executive meetings: agendas, pre-reads, minutes, decisions, and owner/ETA tracking.
- Record and circulate decisions; maintain a living log of commitments and OKR alignment.
- Ensure meeting hygiene (start/stop on time, clear outcomes, next steps).
Communication
- Serve as the primary point of coordination for the CEO with internal teams.
- Draft and edit CEO communications (emails, memos, all-hands notes, talking points).
- Create simple communication kits for product launches and internal announcements.
Research, Analysis & Prep
- Conduct rapid research and briefings on markets, competitors, customers, and industry events.
- Build concise decision memos with options, trade-offs, and recommended paths.
- Maintain a “one-pager” library for recurring topics and initiatives.
Travel & Event Logistics
- Plan complex domestic/international travel: holds, contingencies, documents, on-the-go packs.
- Create end-to-end trip books (objectives, contacts, agendas, venue details, local intel).
- Coordinate executive offsites, leadership summits, town halls, and customer meetings.
Project & Initiative Support
- PM select CEO-sponsored initiatives: scope, milestones, comms, risks, and cross-functional coordination.
- Chase blockers, escalate smartly, and ensure outcomes land on time and to standard.
- Build lightweight dashboards to track progress on CEO priorities and company OKRs.
Information Management
- Organize the CEO’s knowledge systems: notes, files, email rules, and retrieval conventions.
- Maintain confidential records and renewal/obligation calendars.
- Ensure version control and secure sharing of sensitive documents.
Finance, Legal & Admin
- Process expenses, reimbursements, corporate cards, and travel reconciliations accurately and on time.
- Coordinate with Finance on supplier and customer payments, cash flow budget, P&L, etc.
- Partner with Legal on signatures, NDAs, consents, and compliance workflows, etc.
- Build, maintain, and edit Company policies.
People, Culture & Leadership Support
- Support the CEO’s internal presence: all-hands rhythm, recognition, culture moments.
- Coordinate hiring/interviews; manage candidate scheduling and confidentiality.
- Assist training and employee Performance monitoring with the CEO.
Tools & Systems
- Leverage/administer the exec tech stack (calendar/email automation, task managers, google workspace, click up, Zoom, expense/travel platforms, e-signature, etc).
- Create templates and checklists to standardize recurring workflows (launches, travel, reviews).
- Track and report Office of the CEO KPIs (response times, meeting ROI, action-item closure).
Discretion & Ethics
- Exercise absolute confidentiality and sound judgment in all matters.
- Represent the CEO with professionalism, empathy, and a bias for action.
Personal/Discretionary Support (as needed)
- Light personal logistics that remove friction from the CEO’s workday (e.g., travel-adjacent errands, late-night logistics).
- Coordinate community or philanthropic engagements aligned with company values.
Qualifications
- Proven experience in an executive administrative role or personal assistant position is preferred.
- Strong organizational skills with the ability to prioritize tasks effectively in a dynamic environment.
- Proficient in Google Workspace applications.
- Experience with calendar management using Google Calendar is essential.
- Excellent typing skills with attention to detail for data entry tasks.
- Strong communication skills both written and verbal are required.
- Ability to work independently while being a collaborative team player.
- Previous office management or clerical experience is advantageous. We look forward to welcoming a dedicated Executive Assistant who can contribute positively to our team while supporting our CEO in achieving organizational goals.
Benefits:
- PTO
- medical, dental, vision
- end of year bonus
- annual raise
Send resumes to: Michelle.Montes@expresspros.com
San Antonio (Northwest), TX
3092
8131 I-H 10 West
Suite 225
San Antonio, TX 78230
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