Executive & Personal Assistant

Davies Institute for Speech and Hearing•Katy, TX

14h•Onsite

About The Position

Davies Institute for Speech & Hearing is seeking a highly organized, resourceful, and proactive Executive & Personal Assistant to provide direct support to the Executive Director with professional and personal responsibilities. The role helps manage administrative tasks, correspondence, scheduling, projects, errands, and organizational needs, with the goal of reducing the Executive Director’s administrative burden so they can focus on leadership, business growth, and strategic decision-making. It requires flexibility, discretion, strong follow-through, and the ability to independently identify needs and carry tasks through to completion. The position reports directly to the Executive Director and works under their direction. It may independently coordinate routine administrative activities, research solutions, organize projects, and execute approved tasks. It does not have supervisory authority or authority to independently authorize expenditures, make personnel decisions, change policies, or communicate binding decisions on behalf of the Executive Director. Executive correspondence requires review and approval unless authority is specifically delegated. This is primarily an on-site role in Katy, Texas, with regular availability during established business hours and occasional local travel for errands, appointments, and project coordination. The schedule will be based on organizational needs and may initially be part-time, with the possibility of expanding as responsibilities develop. The work environment is a dynamic small-business and personal setting in which priorities may change during the day. No additional compensation is provided for mileage or gas for local errands; additional travel compensation may be discussed before farther commitments.

Requirements

At least 3 years of experience in an administrative assistant, executive assistant, office coordinator, or similar support role.
Exceptional organizational and time-management skills.
Ability to work independently with minimal supervision.
Strong written and verbal communication skills.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Ability to manage competing priorities and shifting deadlines.
Strong problem-solving skills and resourcefulness.
Excellent attention to detail and follow-through.
Professional demeanor and sound judgment.
Reliable transportation and ability to perform local errands as needed.
Ability to handle confidential information with discretion.

Nice To Haves

Previous experience directly supporting a business owner, executive, or entrepreneur.
Experience in a small business or fast-paced professional environment.
Familiarity with Microsoft 365, SharePoint, and task-management systems.
Experience coordinating vendors, office projects, and administrative workflows.
Background in healthcare, education, or professional services.

Responsibilities

Manage and organize the Executive Director’s daily administrative workload, correspondence, requests, and tasks.
Draft emails, letters, memos, and other communications for review and approval; track outstanding messages, requests, and follow-ups.
Maintain digital and physical filing systems and prepare, organize, scan, and file documents and paperwork.
Assist with scheduling appointments, meetings, and professional commitments; prepare meeting materials and track deadlines.
Maintain lists of outstanding tasks, priorities, and completed assignments, and provide regular progress updates.
Take ownership of assigned tasks from initiation through completion, research solutions, coordinate resources, and determine appropriate next steps.
Identify unfinished projects, administrative bottlenecks, and organizational needs; anticipate needs and address issues proactively.
Follow up with vendors, service providers, and other contacts, and coordinate multiple projects while maintaining attention to detail.
Maintain an organized and professional executive office; organize paperwork, supplies, storage areas, and administrative materials.
Coordinate office improvements, approved purchases, maintenance, repairs, installations, and vendor visits.
Assist with company events, meetings, special projects, inventory, supply ordering, and general office needs.
Run local business and personal errands; coordinate appointments, reservations, deliveries, shopping, returns, pickups, and personal scheduling.
Research and coordinate personal purchases, services, appointments, paperwork, schedules, and other logistical responsibilities.
Serve as an administrative point of contact when authorized and communicate professionally with staff, vendors, families, and outside organizations.
Coordinate information and follow-ups between the Executive Director and department managers, ensuring messages and requests are communicated accurately and promptly.
Maintain confidentiality and discretion, use sound judgment with sensitive information, and identify matters requiring immediate Executive Director attention.
Avoid making unauthorized financial commitments, personnel decisions, policy changes, or executive communications.