Executive Assistant

DanceOne • Leander, TX

34d • Remote

About The Position

The Executive Assistant to the CEO is the operational right hand to DanceOne's Chief Executive Officer — owning the calendar, inbox and travel so the CEO's time goes to the highest-value work. Beyond core executive support, this role is a partner-facing extension of the CEO's office: maintaining the partnership contact list and mailing calendar, driving follow-ups to completion after every meeting, and preparing the CEO ahead of each conversation with the context and read of the room needed to walk in ready. This is a role for someone who anticipates rather than reacts and who is comfortable holding confidential information. Two things are required, not preferred: you work on Central Time (Texas preferred), and you come from the dance world — as a competitor, dancer, teacher, studio or event professional. We are not looking for someone who will learn this industry on the job; we are looking for someone who already understands who is in the room and why it matters.

Requirements

• Three or more years of experience as an Executive Assistant, Administrative Coordinator or similar, supporting a senior executive.
• Dance industry background required. Meaningful firsthand experience in dance — as a competitive or pre-professional dancer, studio owner or staff member, choreographer, teacher, or event and convention staff. You know how the studio, competition and convention world works and can speak its language credibly with partners.
• Based in the United States and able to work core business hours in the Central Time zone; Texas strongly preferred.
• Proven track record managing a complex, changing executive calendar across multiple time zones.
• Excellent written communication; able to draft polished, on-brand correspondence on an executive's behalf.
• Proficient with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new systems quickly.
• Demonstrated discretion handling confidential information.
• Reliable high-speed internet, a professional remote workspace, and availability for occasional evening, weekend and event travel.

Nice To Haves

• Experience supporting a founder or CEO at a high-growth or multi-brand company, and with partnership, sponsorship or client-relationship communications.
• Familiarity with CRM, email marketing and project management tools (HubSpot, Salesforce, Mailchimp, Asana, Notion or similar).

Responsibilities

• Manage the CEO's calendar. Own scheduling end to end across multiple time zones — booking, confirming, protecting time, resolving conflicts and reprioritizing as the week changes.
• Run the inbox. Triage incoming email, draft and send correspondence on the CEO's behalf, flag what needs a decision, and make sure nothing waiting on the CEO goes quiet.
• Coordinate travel and logistics. Build detailed itineraries for flights, hotels, ground transport and on-site event schedules, and adjust in real time when plans change.
• Prepare the CEO for every meeting. Assemble pre-meeting briefs covering who is attending, relationship history, open items and the outcome we want — so the CEO walks in with a read on the room.
• Own partnership mailings. Maintain the partner and sponsor contact database, and build, proof and send partnership communications, announcements and seasonal outreach on schedule and on brand.
• Drive follow-ups to closure. Capture action items from CEO meetings, route them to the right owners, track them in a shared tracker and chase them until they are done.
• Serve as a first point of contact. Represent the office of the CEO with partners, sponsors, studio owners, vendors and internal leaders — warmly, professionally and with sound judgment about what to escalate.
• Prepare materials and support leadership meetings. Build agendas, decks, pre-reads and reports to an external-ready standard; coordinate executive and cross-brand meetings and offsites, take minutes and publish decisions and next steps.
• Process expenses and invoices. Prepare the CEO's expense reports, reconcile receipts, and route partner invoices and contracts to Finance.
• Support events as needed. Assist with on-site logistics, VIP and partner hospitality, and CEO scheduling at DanceOne events and conventions.
• Perform additional duties using Artificial Intelligence - as assigned.

Benefits

• Medical, Dental and Vision
• Health Savings Account employer contribution, and Flexible Spending Accounts for healthcare and dependent care.
• 401(k) with a 4% company match - eligible after three months.
• Group and Voluntary Life and AD&D coverage, and an Employee Assistance Program.
• Paid time off, employee discounts and the InsurChoice voluntary benefits program. Coverage begins the first of the month following your date of hire.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed