Senior Executive Assistant to CEO | Onsite in Houston, TX

• **Senior Executive Assistant to CEO***
• **Onsite in Houston, TX - 77047***
• **MUST HAVE Paralegal background or similar.***

Position Overview:

The Senior Executive Assistant serves as a strategic administrative partner and trusted confidential advisor to the CEO, ensuring priorities, communication, and workflow remain aligned with organizational objectives. This role goes beyond traditional executive support by proactively anticipating needs, protecting executive time, and serving as a trusted extension of executive leadership.

The ideal candidate has experience working as a paralegal or within another highly confidential professional environment where discretion, judgment, organization, and the handling of sensitive information were daily responsibilities. This individual is comfortable managing confidential communications, organizing complex priorities, and operating with a high degree of autonomy, professionalism, and trust.

A primary responsibility of this role is managing the CEO's email communications, helping prioritize executive attention, drafting responses when appropriate, and ensuring critical matters are handled accurately, professionally, and with exceptional judgment.

While this is not a Chief of Staff position, it requires someone who thinks ahead, communicates effectively on behalf of leadership when appropriate, protects confidential information, and helps maintain alignment across organizational priorities and commitments.

Success in This Role Looks Like:

• The CEO's time is protected and priorities remain organized.
• The CEO's email is professionally managed and prioritized.
• Sensitive communications are handled with complete confidentiality and sound judgment.
• Communication flows smoothly and efficiently.
• Leadership initiatives continue progressing without unnecessary administrative obstacles.
• Trust and reliability are established quickly.

Key Responsibilities:

Executive Support & Time Management:

• Manage complex calendars and scheduling priorities.
• Protect executive time by ensuring alignment with organizational priorities.
• Coordinate meetings, prepare agendas, and track follow-up actions.
• Anticipate scheduling conflicts and proactively resolve issues.
• Prioritize requests and manage competing demands effectively.

Confidential Executive Communications:

• Manage and prioritize the CEO's email inbox.
• Draft, edit, and respond to professional correspondence on behalf of the CEO when appropriate.
• Identify communications requiring immediate executive attention.
• Exercise independent judgment regarding correspondence, priorities, and follow-up.
• Protect confidential communications and sensitive business information.
• Maintain organized records of executive communications and important documentation.

Communication & Coordination:

• Serve as a point of contact between the CEO and internal/external stakeholders.
• Ensure communication flows efficiently and accurately.
• Maintain professionalism and discretion in every interaction.

Project & Initiative Support:

• Coordinate strategic initiatives and cross-functional priorities.
• Track action items and ensure accountability.
• Organize information to support executive decision-making.
• Identify potential obstacles and proactively recommend solutions.

Organization & Operational Efficiency:

• Maintain structured systems for tracking tasks, deadlines, and commitments.
• Prepare documents, presentations, and executive correspondence.
• Support meeting preparation and follow-through.
• Continuously improve workflows to reduce administrative friction.

Qualifications

Experience:

• Paralegal experience strongly preferred.
• Experience supporting senior executives, business owners, attorneys, or leadership teams.
• Experience managing executive communications, complex schedules, and competing priorities.
• Experience handling highly confidential information where discretion and accuracy were essential.
• Experience preparing professional correspondence, reports, and executive documents.
• Experience coordinating multiple priorities with minimal supervision.

Skills:

• Excellent written and verbal communication skills.
• Strong calendar, priority, and project management capabilities.
• Exceptional organizational skills and attention to detail.
• High level of discretion and confidentiality.
• Ability to communicate independently on behalf of executives when appropriate.
• Proficiency with Microsoft Office, Google Workspace, and Mac OS.

Behavioral Traits:

• Exceptional judgment.
• Naturally discreet and trustworthy.
• Highly organized and detail-oriented.
• Calm and steady under pressure.
• Professional presence.
• Proactive and anticipatory mindset.
• Strong ownership and accountability.
• Ability to operate effectively with limited direction.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to t…