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Process Home · 9 hours ago

Executive Assistant

Dallas, TX

Full-time

Onsite

Mid Level

Process Home is seeking a full-time, in-office Executive Assistant to support a busy Founder overseeing multiple business and personal priorities. The role involves managing the Founder’s schedule, coordinating meetings, and handling various administrative tasks to ensure smooth operations.

Retail

Hiring Manager

Julius Rey Palomo

Responsibilities

Managing the Founder’s email and calendar in Outlook, ensuring priorities are clear and nothing important is missed

Coordinating meetings, calls, and appointments while thoughtfully structuring daily schedules

Serving as a professional and reliable point of contact for vendors, clients, service providers, and internal teams

Answering and directing phone calls with professionalism and care

Booking and managing domestic and international travel, with strong familiarity using American Airlines, including itinerary changes, credits, and travel coordination

Overseeing boarding details, confirmations, and last-minute adjustments

Handling business and office billing, tracking invoices, organizing expenses, and assisting with payroll coordination

Proactively communicating with vendors and creditors to establish payment plans for outstanding invoices

Coordinating financial records with bookkeepers and accountants

Communicating with legal counsel on behalf of the Founder, requesting updates and tracking ongoing legal matters and lawsuits

Managing legal follow-ups with discretion and accuracy

Overseeing personal billing and administrative matters for the Founder’s mother, treating all sensitive matters with care and confidentiality

Providing additional personal and executive support as needed

Using tools such as Studio Designer, Shopify, Typeform, Microsoft Teams, Excel/Google Sheets, and Monday.com to stay organized and maintain smooth workflows

Keeping digital files, tasks, and documentation well-organized

Identifying opportunities to refine processes and improve efficiency

Qualification

Calendar managementTravel coordinationFinancial record managementMicrosoft OutlookMicrosoft ExcelDiscretionTech-savvyCommunicationOrganizational skills

Required

Full-Time, In-Office Executive Assistant to support a busy Founder overseeing multiple business and personal priorities

Exceptionally organized, dependable, and calm under pressure

Proactive, detail-oriented, and thoughtful in their approach

Ability to anticipate needs, manage sensitive matters with discretion, and bring structure to a fast-moving environment

Managing the Founder's email and calendar in Outlook

Coordinating meetings, calls, and appointments while thoughtfully structuring daily schedules

Serving as a professional and reliable point of contact for vendors, clients, service providers, and internal teams

Answering and directing phone calls with professionalism and care

Booking and managing domestic and international travel, with strong familiarity using American Airlines

Overseeing boarding details, confirmations, and last-minute adjustments

Handling business and office billing, tracking invoices, organizing expenses, and assisting with payroll coordination

Proactively communicating with vendors and creditors to establish payment plans for outstanding invoices

Coordinating financial records with bookkeepers and accountants

Communicating with legal counsel on behalf of the Founder

Managing legal follow-ups with discretion and accuracy

Overseeing personal billing and administrative matters for the Founder's mother

Providing additional personal and executive support as needed

Using tools such as Studio Designer, Shopify, Typeform, Microsoft Teams, Excel/Google Sheets, and Monday.com to stay organized and maintain smooth workflows

Keeping digital files, tasks, and documentation well-organized

Identifying opportunities to refine processes and improve efficiency

Exceptionally punctual, reliable, and detail-oriented

Communicates clearly and follows through consistently

Thrives in an in-office environment and enjoys being hands-on

Comfortable managing confidential, financial, and legal information

Tech-savvy and quick to adapt to new systems

Understands the importance of protecting executive time and focus