Hybrid Executive Assistant

at TimelyCare

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Senior, Lead
• Salary: $85,000 - $90,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Fort Worth, United States

About the role

• Executive Assistant supporting the CEO at TimelyCare, a virtual care provider for education. Ensuring effective calendar management and executive preparedness in a fast-paced environment.

Responsibilities

• Own and manage the CEOs 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.
• 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.
• Serve as the primary point of triage for the CEOs inbox and incoming communications.
• Draft, edit, and polish emails, memos, updates, and executive correspondence.
• Exercise sound judgment and maintain strict confidentiality in all interactions.
• 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.
• 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.
• 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.
• 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.
• Proactively anticipate needs, priorities, and potential challenges.
• Identify and address details before they escalate.
• Ensure the CEO remains informed, prepared, and focused on the organizations 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.

Requirements

• Bachelors 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

• 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