Senior Executive Assistant

We are seeking an experienced Senior Executive Assistant to support a high-profile Global Business Advisor who works with CEOs, C-suite executives, and other senior leaders worldwide.

This trusted position combines complex global calendar management, international travel coordination, executive communications, relationship management, and limited personal travel support. The successful candidate will be proactive, polished, highly discreet, culturally aware, and comfortable coordinating demanding priorities across multiple time zones.

The advisor’s work spans major international markets, including Japan, Brazil, China, countries throughout Africa, the United Kingdom, the UAE, India, and the United States.

Key Responsibilities

Executive Calendar and Relationship Management

• Own and manage a complex, frequently changing executive calendar spanning multiple international time zones.
• Prioritize appointments, protect the executive’s time, and identify scheduling conflicts before they arise.
• Coordinate high-priority meetings with CEOs, C-suite executives, senior government and business leaders, and their executive assistants.
• Serve as the professional voice and primary gatekeeper for the executive office.
• Communicate confidently and professionally by telephone, email, and video conference.
• Build trusted working relationships with executive offices and stakeholders across different cultures and business environments.
• Maintain accurate contact information, meeting history, and follow-up records using ACT! CRM or similar systems.

Global Travel and Logistics

• Plan and coordinate detailed domestic and international travel arrangements, including flights, visas, hotels, ground transportation, meeting logistics, and contingency plans.
• Prepare clear, comprehensive itineraries containing all necessary travel and meeting information.
• Monitor travel in real time and respond quickly to cancellations, delays, schedule changes, and urgent requests.
• Coordinate across airlines, hotels, drivers, executive offices, and other service providers.
• Prepare, pack, ship, and track pre-approved travel supplies and personal items, including clothing, personal-care products, documents, electronics, office supplies, and medications provided for travel.
• Maintain accurate checklists and tracking systems to ensure that essential travel items arrive on time.
• This responsibility involves travel logistics only; no medical or caregiving duties are required.

Executive and Administrative Support

• Anticipate the executive’s needs and ensure that meetings, calls, and travel are properly prepared in advance.
• Prepare agendas, meeting briefs, background materials, summaries, and follow-up lists.
• Draft and edit professional correspondence and executive communications.
• Track commitments, important contacts, decisions, deadlines, and follow-up actions using reliable organizational systems.
• Maintain organized and accurate business, travel, expense, and administrative records.
• Handle confidential business and personal information with the highest level of discretion.
• Assist with light bookkeeping, expense tracking, or QuickBooks-related tasks when needed.

Required Qualifications

• At least 10 years of progressive experience directly supporting CEOs, C-suite executives, senior consultants, global advisors, or comparable leaders.
• Demonstrated experience managing complex calendars and detailed international travel.
• Strong professional telephone presence and excellent written and verbal communication skills.
• Proven ability to coordinate priorities across multiple countries and time zones.
• Excellent judgment, discretion, organization, and attention to detail.
• Ability to remain calm, resourceful, and professional during urgent or rapidly changing situations.
• Strong proficiency with Microsoft Office, executive scheduling platforms, video-conferencing applications, and remote collaboration tools.
• Ability to work effectively from home and report to the Dallas office according to the hybrid schedule.
• Flexibility to occasionally respond to urgent scheduling or travel matters outside standard U.S. business hours.

Preferred Qualifications

• Experience working with executive stakeholders across Asia, Europe, the Middle East, Africa, and the Americas.
• Familiarity with international business etiquette, cultural customs, and communication practices.
• Experience with ACT! CRM or a comparable contact-management platform.
• QuickBooks or light accounting experience.
• Experience coordinating visas and other international travel documentation.
• Experience interacting with prominent business, government, or institutional leaders.

What Success Looks Like

• The executive remains prepared, informed, and on schedule.
• Calendar and travel conflicts are identified and resolved proactively.
• Communications from the executive office are consistently polished, timely, and professional.
• Important details, commitments, and follow-ups are accurately documented and completed.
• Global stakeholders experience responsive, respectful, and culturally appropriate service.
• Confidential information is handled with sound judgment and absolute discretion.

Schedule and Work Environment This is a hybrid position requiring a flexible combination of remote work and regular on-site work at the Dallas office. The normal schedule is [insert normal working hours], with occasional early-morning or evening availability due to international time-zone differences and urgent travel changes.

Travel requirement for the assistant: 3-4 times US Travel in a year.

Why Consider This Opportunity? This position offers substantial autonomy, trusted access, international exposure, and the opportunity to manage a sophisticated global executive office. It is best suited to an experienced executive assistant who takes pride in anticipating needs, solving complex logistical problems, and delivering consistently high standards of support.

How to Apply Please submit a résumé describing your experience with:

• Direct C-suite or senior executive support
• Complex international travel coordination
• Global calendar management
• Executive communications and confidential information
• ACT! CRM, QuickBooks, or similar business systems

Qualified candidates may be asked to participate in a telephone or video interview and complete a practical scheduling or travel-planning exercise.

We are an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law. Reasonable accommodations are available during the application and interview process.

Benefits:

• Health insurance
• Paid time off