Executive Assistant to CEO – Woodlands – 100% ONSITE
The Executive Assistant (EA) to the CEO provides high-level administrative, logistical, and personal support to enable the CEO to operate at maximum effectiveness. This role requires exceptional judgment, discretion, responsiveness, and proactive problem-solving in a fast-paced, startup data center environment with extensive domestic and international travel.
Core Responsibilities
Executive & Business Support
- Manage the CEO’s complex calendar, scheduling, and prioritization across internal meetings, investors, partners, and global conferences.
- Coordinate extensive domestic and international travel, including flights, lodging, visas, ground transportation, and detailed itineraries.
- Anticipate logistical needs and proactively resolve conflicts related to time zones, travel disruptions, and changing priorities.
- Prepare briefing materials, agendas, and background information in advance of meetings, conferences, and travel.
- Track follow-ups, action items, and deadlines to ensure commitments are met.
- Coordinate team meetings as needed.
- Assist with planning and support for company events and internal gatherings.
Conference & Industry Event Support
- Coordinate logistics for CEO attendance at domestic and international data center, energy, and infrastructure conferences.
- Manage registrations, travel timelines, hotel blocks, and on-site schedules.
- Maintain an organized record of conference participation, contacts, and post-event follow-ups.
Personal & Family Administrative Support
- Provide limited personal administrative support to the CEO and his family, including:
- Being available at the CEO’s residence when needed to meet vendors or service providers.
- Assisting with insurance paperwork and household administrative matters.
- Exercise discretion and professionalism at all times when handling personal matters.
Confidentiality & Discretion
- Handle sensitive company and personal information with the highest level of confidentiality.
- Serve as a trusted gatekeeper for the CEO, exercising sound judgment on access, timing, and priorities.
Technology, AI & Continuous Improvement
- Proactively learn, adopt, and utilize AI-powered tools (e.g., scheduling automation, document drafting, travel planning, task management, and summarization tools) to improve efficiency and accuracy.
- Continuously seek ways to streamline workflows, reduce manual work, and enhance executive productivity through technology.
- Demonstrate curiosity, adaptability, and initiative in staying current with emerging administrative and productivity tools.
Performance Expectations
- Anticipates needs rather than reacting to requests.
- Responds with urgency and accuracy in time-sensitive situations.
- Maintains excellent organization, follow-through, and attention to detail.
- Communicates clearly, professionally, and proactively with internal and external stakeholders.