Personal Executive Assistant

Job description

We are seeking an exceptional Personal Assistant to provide comprehensive support in managing day-to-day personal, household, and administrative operations. This role extends well beyond traditional administrative responsibilities and is ideal for someone who thrives on creating organization, improving efficiency, managing projects, and ensuring every detail is executed with excellence. The ideal candidate is proactive, resourceful, and highly organized, with a natural ability to anticipate needs, solve problems, and manage multiple priorities simultaneously. This individual enjoys building systems, coordinating people and vendors, and taking ownership of projects from concept through completion. They are equally comfortable managing calendars and communications as they are overseeing household operations, coordinating service providers, organizing events, and implementing processes that make life run more seamlessly. This position requires professionalism, exceptional judgment, discretion, and a genuine commitment to providing outstanding service while operating with a high degree of independence. ESSENTIAL RESPONSIBILITIES Project & Household Operations • Serve as the primary coordinator for personal and household projects, ensuring timely execution from planning through completion. • Develop project plans, timelines, and action items while tracking progress and following up with all parties involved. • Identify opportunities to improve organization, efficiency, and overall household operations. • Research solutions, gather information, and present thoughtful recommendations. • Troubleshoot issues as they arise and proactively resolve challenges before they become larger problems. Vendor & Property Management • Build and maintain strong relationships with household vendors, contractors, and service providers. • Coordinate maintenance, repairs, inspections, and preventative services across residences and personal property. • Schedule appointments, oversee vendor performance, and ensure work is completed to a high standard. • Obtain estimates, compare proposals, and recommend qualified service providers. • Maintain organized records for warranties, service history, manuals, and vendor information. Executive & Personal Support • Manage complex calendars, appointments, and scheduling. • Coordinate personal and business travel, including detailed itineraries and logistics. • Manage personal correspondence, email, and communications. • Prepare documents, correspondence, and presentations as needed. • Maintain organized files, records, and contact information. • Handle purchasing, online ordering, exchanges, and returns. • Coordinate personal appointments, reservations, and lifestyle logistics. Financial & Administrative Coordination • Track household and project budgets. • Review invoices for accuracy and appropriate coding. • Coordinate payments and maintain organized financial records. • Assist with expense tracking and reporting. • Maintain accurate records for ongoing projects and household operations. Event & Lifestyle Coordination • Coordinate dinners, gatherings, celebrations, and special events. • Manage invitations, RSVPs, vendors, and event logistics. • Assist with seasonal planning, gifts, and special occasions. • Support miscellaneous personal projects and family initiatives as needed. QUALIFICATIONS • Five or more years of experience in executive support, personal assistance, operations, project coordination, hospitality, or a related field. • Exceptional organizational and project management skills with the ability to manage numerous priorities simultaneously. • Outstanding written and verbal communication skills. • Excellent judgment, discretion, and professionalism. • Strong problem-solving skills with a proactive, solutions-oriented mindset. • Demonstrated ability to work independently while exercising sound judgment. • Comfortable managing budgets, invoices, and administrative processes. • Advanced proficiency with Microsoft Office, Google Workspace, calendar management, and technology. • Valid driver's license and reliable transportation. PREFERRED QUALIFICATIONS • Experience managing household operations or coordinating multiple properties. • Experience managing vendors and service providers. • Event planning or hospitality experience. • Process improvement or operations management experience. • Experience supporting senior executives or principals with complex schedules and priorities. WHAT SUCCESS LOOKS LIKE Success in this role is measured by creating calm through organization and thoughtful execution. The ideal candidate anticipates needs before they arise, keeps projects moving without constant direction, builds trusted relationships with vendors, and ensures every detail is handled with professionalism and care. The successful Personal Assistant becomes a trusted partner who brings structure to complex situations, develops efficient systems, and consistently delivers a level of service that allows the principal to focus on higher priorities with confidence that every detail is being managed. CORE COMPETENCIES • Project Management • Organization and Planning • Vendor Relationship Management • Written and Verbal Communication • Initiative and Ownership • Problem Solving • Time Management • Confidentiality and Discretion • Adaptability • Professional Judgment • Customer Service Mindset • Attention to Detail Founded in 1978 by Lucy and Henry Billingsley, the organization expertly builds, owns, and manages its properties, ensuring long-term client, resident, and partner return. Specializing in master-planned developments and principles of new urbanism, each Billingsley property signifies technology, convenience, and a vast array of amenities aimed to attract and retain tenants, residents, visitors, and employees. These amenities include art, sculpture, parks, trails, and outdoor public spaces. With over 5,000 acres in DFW, Billingsley has built 5 million SF of Commercial space, 550,000 SF of Retail, 9 million SF of Industrial, and over 10,000 units of Multi-Family.