Executive Assistant

Job description

The Role

TimelyCare is seeking a highly accomplished, proactive, and operationally excellent Executive Assistant to support the CEO. This role functions as a true extension of the CEO, ensuring that his time, focus, and communications remain consistently aligned with the organization’s highest priorities.

The Executive Assistant will maintain full ownership of the administrative, logistical, and operational functions of the CEO’s office, including strategic calendar management, meeting preparation and briefings, communication flow, project coordination, travel management, and executive leadership alignment logistics. This position requires exceptional judgment, strict confidentiality, and an anticipatory approach, with the ability to thrive in a fast-paced, high-growth environment.

Location

This role is based onsite in Fort Worth, Texas on a weekly basis, with candidates considered across the DFW area. A hybrid schedule may potentially be available based on executive scheduling.

What You’ll Do

• Calendar Ownership & Strategic Time Management
• Own and manage the CEO’s calendar, prioritizing time allocation in alignment with organizational and business objectives.
• Proactively schedule thinking time, preparation windows, recovery periods, and travel buffers to optimize executive effectiveness.
• Anticipate scheduling conflicts, recommend viable alternatives, and execute adjustments with urgency and confidentiality.
• Coordinate complex internal and external meetings, both virtual and in person.
• Meeting Preparation & Executive Readiness
• Ensure the CEO is fully prepared for all meetings.
• Prepare comprehensive meeting briefs, including agendas, context, risks, and required decisions.
• Coordinate and assemble multi-departmental inputs for recurring and ad hoc meetings.
• Build and refine business update decks, staff meeting presentations, board materials, and executive talking points.
• Communication & Inbox Management
• Serve as the primary point of triage for the CEO’s inbox and incoming communications.
• Draft, edit, and polish emails, memos, updates, and executive correspondence.
• Exercise sound judgment and maintain strict confidentiality in all interactions.
• Project Coordination & Follow-Through
• Track timelines, deliverables, and action items across CEO-sponsored initiatives.
• Conduct research and gather background information to support executive decision-making.
• Compile summaries, action logs, and status reports to ensure accountability and progress.
• Monitor follow-through on commitments and decisions resulting from executive meetings.
• Executive Leadership Team (ELT) Support
• Coordinate ELT meeting logistics, including agendas, pre-read materials, and follow-up actions.
• Collect data, updates, and materials from ELT members to support CEO preparation.
• Maintain executive alignment through operational coordination and communication flow.
• Travel, Events & External Engagement Support
• Manage complex domestic and international travel schedules, itineraries, and briefing materials.
• Address last-minute changes or disruptions with professionalism and efficiency.
• Support logistics for executive events, board meetings, conferences, and external presentations.
• Office, Facilities & Administrative Operations
• Oversee day-to-day operations of the executive office and onsite needs.
• Ensure executive workspaces and visitor areas are organized, fully stocked, and visitor-ready.
• Manage expense reporting, reimbursements, and tracking of CEO-related budgets.
• Support document management, filing, and administrative processes.
• Assist with personal tasks and errands as required by the CEO.
• Anticipation, Insight & Proactivity
• Proactively anticipate needs, priorities, and potential challenges.
• Identify and address details before they escalate.
• Ensure the CEO remains informed, prepared, and focused on the organization’s highest priorities.
• Operate with professionalism, and a calm, solutions-oriented mindset.
• Perform additional tasks and projects as needed to support evolving team objectives and company goals.

What You Bring

• Bachelor’s degree in business administration, communications, or a related field.
• 7+ years of experience providing administrative and operational support to C-level executives, with direct CEO support strongly preferred.
• Demonstrated success in highly complex calendar and workflow management.
• Exceptional written and verbal communication skills, with strong proficiency in PowerPoint, Excel, and executive-level presentation development.
• Meticulous attention to detail, with the ability to manage multiple priorities while maintaining accuracy and consistency.
• Proven ability to influence outcomes and drive alignment without formal authority.
• Demonstrates a low-ego, high-ownership approach, taking accountability for outcomes and operating as a trusted extension of executive leadership.
• Highly anticipatory and proactive, with the ability to identify needs and address issues before they arise.
• Thrives in ambiguous, fast-paced environments by creating structure, clarity, and operational discipline.
• Exhibits the highest standards of loyalty, trustworthiness, confidentiality, and professionalism in all interactions.

Benefits + Perks

• Paid Company Holidays + No work on your birthday!
• Flexible PTO + Volunteer Time Off (VTO) as an organization to give back to the community
• Variable bonus eligibility on a quarterly basis
• Company-sponsored Health Insurance (Medical, Dental, Vision) + Pet Insurance
• Company-paid group Life Insurance + Company-paid Short Term Disability
• Concierge benefit support services
• 401(k) with employer match
• Free access to TimelyCare virtual medical and mental health support
• Mission-Driven Purpose with a Supportive Team Culture

The salary range for this opportunity is $75,000 – $85,000 per year, depending on education and experience. This is the base pay. You will be eligible for a discretionary bonus in addition to the base pay, to be discussed during the interview process.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.