Executive Assistant

Position Overview

The Executive Assistant will provide critical operational support to the CEO of Neatly & Co. This role involves managing the CEO's calendar, facilitating smooth communication, handling purchasing and expense documentation, and assisting with personal tasks to enable the CEO to concentrate on clients, design projects, and business growth. You will stay closely aligned with the CEO’s daily tasks and ensure their execution.

Key Responsibilities

• Oversee the CEO and team calendars, managing meetings, travel arrangements, and important events while resolving scheduling conflicts and preserving time for focused work.
• Manage the CEO’s email inbox by sorting, flagging, filing, and highlighting key messages requiring attention.
• Draft internal communications and prepare agendas, taking meeting notes and tracking follow-up actions.
• Conduct research and gather options to enable rapid decision-making by the CEO.
• Handle business and personal purchase orders from sourcing through delivery, manage returns and vendor follow-ups, and maintain expense documentation using the company’s expense platform.
• Maintain organized records that distinctly separate business and personal expenditures.
• Provide support for personal errands such as appointments, reservations, gifting, and household coordination.
• Book travel itineraries for both business and personal engagements.
• Communicate and coordinate with external vendors and service providers on behalf of the CEO.
• Anticipate and proactively manage recurring personal needs before they become urgent.
• Assist with back-office projects including managing marketing assets, photo libraries, and content curation.
• Adhere to the company’s standards with precision and care in all duties.

Qualifications

• Minimum three years of experience supporting senior executives, business owners, or principals, including personal assistance.
• Excellent written communication skills with high attention to detail and formatting accuracy.
• Proficiency with Google Workspace or Microsoft 365, along with project management tools.
• Experience with purchasing, receipt handling, and expense reconciliation.
• Demonstrated discretion in handling confidential business, financial, and personal information.
• Ability to work independently, anticipate needs, and complete tasks without reminders.
• Strong problem-solving abilities and sound judgment on escalation decisions.
• Valid driver’s license, reliable transportation, and flexible scheduling availability.

Preferred Experience

• Background in design, construction, luxury services, or other client-focused professional environments.
• Familiarity with expense management, time tracking, or bookkeeping software.
• Experience sourcing products and managing deliveries.
• Competence in developing and maintaining standard operating procedures and document templates.

Success Indicators

• CEO’s calendar reflects accuracy and focus aligned with priority commitments.
• All tasks and follow-ups are comprehensively tracked and completed.
• Timely arrival of purchases with effective handling of returns and credits.
• Accurate and coded receipt management maintaining clear separation of business versus personal expenses.
• Discreet, thorough handling of personal requests without unnecessary communication.
• Accessible and well-maintained records, templates, and files for easy retrieval.

Additional Information

This full-time role is based in Houston, Texas. Working hours may vary subject to business demands. Compensation is hourly, competitive, and commensurate with experience. Some duties include local travel to complete errands and purchases. A flexible schedule is necessary for this position.