Description

Join our team as an Executive Assistant & Hospitality Specialist and play a pivotal role supporting executive leadership at the highest level. You’ll create seamless, high-touch experiences for executives and guests - owning everything from calendar and travel coordination to executive office operations and polished meeting execution. This is a fast-paced, detail-driven role where professionalism, discretion, and a hospitality-first mindset shine. If you love anticipating needs, delivering excellence, and being the trusted force behind exceptional leadership support, this is your opportunity to make a meaningful impact every day.

Core Responsibilities

• Executive Hospitality & Meeting Support
• Executive Office Operations
• Calendar, Travel & Logistics Coordination
• Executive Support Services
• Senior Leadership Team Operations & Integration 
   

What will you be doing in your role?

Executive Hospitality & Meeting Support  

• Deliver a professional, welcoming, and seamless meeting experience for senior team, board members, and guests.  
• Coordinate meeting room setup, refreshments, catering, and hospitality needs.  
• Manage room readiness, technology checks, and printed materials for meetings.  
• Support meeting execution and post-meeting cleanup and room reset activities.  
• Maintain executive conference spaces to ensure a polished experience for guests and stakeholders.  

Executive Office Operations  

• Support the efficient day-to-day operation of the CEO Office (President & Vice President) through administrative excellence and attention to detail.  
• Process incoming and outgoing mail, packages, and deliveries to the CEO Office (President & Vice President).
• Coordinate printing, copying, binding, and distribution of printed materials for the CEO Office (President & Vice President).
• Maintain executive office supplies, hospitality inventory, and ordering needs.  
• Maintain and organize digital and physical records, files, and documents in accordance with CCFW processes and procedures.  

Calendar, Travel & Logistics Coordination  

• Coordinate all travel for the President and Vice President, including booking flights, hotels, and ground transportation; preparing detailed travel itineraries; and ensuring President and Vice President are fully prepped for all onsite commitments.
• Schedule meetings and appointments according to established priorities and direction from Vice President and Executive Operations Manager.
• Coordinate meeting logistics including room reservations and technology requirements.  
• Arrange and communicate travel reservations, confirmations, and itinerary materials.  
• Monitor calendar changes and communicate updates to stakeholders as directed by Vice President and Executive Operations Manager. 

Executive Support Services  

• Provide responsive administrative support that enables executive leaders to operate efficiently and effectively.  
• Manage timesheet approvals, expense reporting, and invoice processing for the CEO/President and Vice President.
• Maintain a high level of professionalism and confidentiality with sensitive information and executive materials.
• Anticipate routine support needs and proactively resolve administrative issues.
• Work collaboratively with Executive Assistants to the senior leadership team to provide consistent, comprehensive support. 

Senior Leadership Team Operations & Integration   

• Provide comprehensive support for senior leadership team meetings, including preparing meeting spaces, managing technology needs, taking clear and actionable notes, and documenting decisions to drive execution and accountability.  
• Track and assign action items from senior team meetings, ensuring owners are notified, and deadlines are monitored to support accountability and followthrough.  
• Own and drive the annual calendar of senior leadership team meetings, proactively coordinating schedules, managing all logistics, securing materials, and ensuring all components are delivered with excellence.  
• Prompt the Vice President to prepare meeting agendas and materials in advance, maintaining a smooth planning cadence so executives don’t need to manage the process themselves. 

Requirements

• High School Diploma or equivalent.
• 5 or more years of relevant experience in executive support, administration, or operations.
• Proficiency in Microsoft Office Suite (including Outlook, Word, Excel, PowerPoint and SharePoint).
• Hospitality-focused mindset with exceptional attention to detail and a passion for making others feel valued and cared for.
• Ability to anticipate needs and provide thoughtful, professional support to executives and guests.
• Excellent written and oral presentation skills in English.
• Demonstrated discretion and ability to handle sensitive and confidential information.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Ability toprovide consistent, on-site support.This positionis located inFort Worth, TX.It isrequiredfor candidates to be available to work5days in theoffice.