Executive & Personal Assistant

Davies Institute for Speech & Hearing

Reports To: Executive Director
Position Type: Part-Time or Full-Time, To Be Determined
Location: On-Site – Katy, Texas, with Local Travel as Needed

Position Summary

Davies Institute for Speech & Hearing is seeking a highly organized, resourceful, and proactive Executive & Personal Assistant to provide direct support to the Executive Director in managing daily professional and personal responsibilities.

This position is designed for someone who thrives on getting things done, enjoys solving problems, and takes pride in creating order out of chaos. The ideal candidate is someone who can walk into a busy office, identify what needs attention, develop a plan, and execute it with minimal direction.

The Executive & Personal Assistant will serve as a trusted extension of the Executive Director, helping manage administrative tasks, correspondence, scheduling, projects, errands, and organizational needs.

This is a hands-on position that requires flexibility, discretion, exceptional follow-through, and a willingness to tackle tasks both large and small.

The ultimate goal of this position is simple: Reduce the Executive Director's administrative burden so they can focus on leadership, business growth, and strategic decision-making.

Essential Functions & Responsibilities

A. Executive Administrative Support

Manage and organize the Executive Director's daily administrative workload.
Monitor, organize, and prioritize incoming correspondence, requests, and administrative tasks.
Draft emails, letters, memos, and other communications for Executive Director review and approval.
Track outstanding emails, requests, and follow-ups to ensure timely responses.
Maintain organized digital and physical filing systems.
Prepare, organize, scan, and file documents and paperwork.
Assist with scheduling appointments, meetings, and professional commitments.
Prepare materials, reports, and documents needed for meetings.
Track deadlines and proactively remind the Executive Director of upcoming obligations.
Maintain a running list of outstanding tasks, priorities, and completed assignments.

B. Task Management & Execution

Take ownership of assigned tasks from initiation through completion.
Independently research solutions, coordinate resources, and determine appropriate next steps.
Identify unfinished projects, administrative bottlenecks, and organizational needs.
Follow up with vendors, service providers, and other contacts to ensure tasks are completed.
Coordinate multiple projects simultaneously while maintaining attention to detail.
Anticipate needs and proactively address issues before they require Executive Director involvement.
Provide regular progress updates without requiring repeated follow-up.
Recognize when a decision requires Executive Director approval versus when a task can be handled independently.

C. Office Organization & Special Projects

Maintain an organized, functional, and professional executive office environment.
Organize paperwork, supplies, storage areas, and administrative materials.
Coordinate office improvements, including furniture placement, hanging pictures, decorating, and workspace organization.
Research products, obtain quotes, and coordinate approved purchases.
Schedule and coordinate maintenance, repairs, installations, and vendor visits.
Assist with planning and executing company events, meetings, and special projects.
Identify practical ways to improve organization and administrative efficiency.
Assist with inventory, supply ordering, and general office needs as directed.

D. Personal Assistance & Errands

Run local business and personal errands as requested.
Coordinate appointments, reservations, deliveries, and personal scheduling needs.
Assist with shopping, returns, pickups, and other logistical responsibilities.
Research and coordinate personal purchases, services, or appointments.
Help organize personal paperwork, schedules, and administrative obligations.
Coordinate with outside service providers when necessary.
Provide flexible assistance with occasional personal projects or responsibilities.

Personal assistance responsibilities will be reasonable, clearly communicated, and performed during compensated working hours.

E. Communication & Coordination

Serve as an administrative point of contact for the Executive Director when authorized.
Communicate professionally with staff, vendors, families, and outside organizations.
Coordinate information and follow-ups between the Executive Director and department managers.
Maintain professional and respectful relationships across all departments.
Ensure messages, requests, and outstanding items are communicated accurately and promptly.
Draft communications for Executive Director approval before sending unless specific authorization has been granted.
Maintain appropriate professional boundaries and respect established management reporting structures.

F. Confidentiality & Professional Judgment

Maintain strict confidentiality regarding employee information, business operations, financial matters, and personal information.
Exercise sound judgment when handling sensitive communications and documents.
Recognize matters requiring immediate Executive Director attention.
Handle confidential materials in accordance with organizational policies and applicable privacy requirements.
Maintain professional discretion in all interactions.
Never independently make financial commitments, personnel decisions, or policy changes without authorization.

Required Qualifications

Minimum 3 years of experience in an administrative assistant, executive assistant, office coordinator, or similar support role.
Exceptional organizational and time-management skills.
Demonstrated 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 multiple 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.

Preferred Qualifications

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 is a plus but not required.

Ideal Candidate Characteristics

Proactive: Sees what needs to be done and takes action without waiting to be told.

Resourceful: Finds solutions independently and knows how to research unfamiliar tasks.

Organized: Creates structure, maintains systems, and keeps details from falling through the cracks.

Accountable: Takes responsibility for assignments and consistently follows through.

Adaptable: Comfortably shifts between executive-level administrative work and everyday practical tasks.

Detail-Oriented: Produces accurate, complete work and catches mistakes before they become problems.

Discreet: Understands the importance of confidentiality and professional boundaries.

Service-Minded: Genuinely enjoys helping others, making things run smoothly, and reducing unnecessary stress.

Self-Directed: Can be trusted to manage their time productively without constant oversight.

Performance Expectations

Success in this position will be evaluated based on the following:

Task Completion: Assigned responsibilities are completed accurately and within established deadlines.
Independence: Routine tasks and problems are resolved without unnecessary Executive Director involvement.
Organization: Administrative systems, paperwork, and workspaces remain organized and functional.
Communication: Progress updates, follow-ups, and requests for approval are timely and clear.
Reliability: Commitments are consistently fulfilled without repeated reminders.
Efficiency: The Executive Director experiences a measurable reduction in administrative responsibilities and unfinished tasks.
Professionalism: Confidentiality, discretion, and appropriate workplace boundaries are consistently maintained.

Scope of Authority

The Executive & Personal Assistant reports directly to the Executive Director and works under their direction.

The position is authorized to independently coordinate routine administrative activities, research solutions, organize projects, and execute approved tasks.

The position does not carry supervisory authority over department managers or employees and does not independently authorize expenditures, make personnel decisions, change organizational policies, or communicate binding decisions on behalf of the Executive Director.

All executive correspondence must be reviewed and approved before distribution unless the Executive Director has specifically delegated authority.

Work Environment & Schedule

This is primarily an on-site position requiring regular availability during established business hours, with occasional local travel for errands, appointments, and project coordination. There is no additional compensation for milage or gas, as most errands are local and close to business. However, additional travel compensation may be discussed prior to father commitments.

The schedule will be established based on organizational needs and may initially be part-time, with the potential to expand as responsibilities develop.

The ideal candidate must be comfortable working in a dynamic small-business and personal environments where priorities may change throughout the day.

Davies Institute for Speech and Hearing