Administrative Coordinator and Executive Assistant to CEO

Job Description

Job description : Role Summary

This role blends Executive Assistant, Personal Assistant, Project Manager, and Marketing Assistant responsibilities. You’ll protect the CEO’s time, run point on projects, and manage the CEO’s executive brand and light executive‑level marketing initiatives. The right person is detail‑obsessed, tech‑savvy, and comfortable switching from strategic planning to hands‑on execution in a small business plus high growth environment.

What You’ll Do

1) Executive & Personal Assistant (40%)

• Own the CEO’s calendar, inbox, and priorities—triage, draft replies, schedule with minimal back‑and‑forth, and surface decisions at the right time.
• Prepare meeting agendas, take clear notes, track decisions and drive follow‑ups to closure.
• Coordinate travel, expenses, reimbursements, vendor relations, and light personal tasks / errands that protect the CEO’s focus.
• Build executive briefing docs, one‑pagers, and slide decks; maintain contact lists and relationships.
• Maintain confidentiality and compliance

2) 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 CEO’s social brand presence : content calendar, post drafting / ghostwriting, graphics (e.g., Canva), basic video snippets, scheduling, comment moderation, and DMs.

Help with micro‑campaigns (e.g., provider outreach, event follow‑up, email / newsletter touchpoints, thought‑leadership posts) in coordination with marketing / vendors.

What Success Looks Like (90‑Day Outcomes)

CEO reports more protected focus time

A project board in Monday.com or other software is live with 100% of active initiatives captured; ≥90% on‑time task completion rate.

Priorities list, and next‑steps sent daily, executive summary sent weekly, and issues / risks flagged early.

Consistent Brand Prescence for executives : 2–4 quality posts / week, baseline engagement tracked, content library started.

Personal assistance tasks completed on time

Build quality relationships with employees, vendors and key partners

Qualifications

3–7 years in a blended Executive Assistant / Operations / Project Coordination role; small‑business or startup experience preferred.

Strong writing and executive‑voice skills (especially for LinkedIn).

Proven experience implementing a task / project tool and running cross‑functional follow‑ups.

High digital fluency : Microsoft 365, project tools

Discretion with sensitive information.

Bachelor’s degree or equivalent experience.

Job Type : Full-time

Benefits :

401(k)

401(k) matching

Dental insurance

Employee discount

Flexible spending account

Health insurance

Health savings account

Paid time off

Professional development assistance

Vision insurance

Experience :

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