Personal assistant

Personal Assistant / Executive Assistant to the CEO

Company: Vendor Root

Position: Personal Assistant / Executive Assistant to the CEO

Reports To: CEO / Owner

Employment Type: Full-Time

Location: Dallas-Fort Worth Area with travel as needed
 

Position Overview
 

Vendor Root is seeking a highly dependable, organized, professional, and flexible Personal Assistant / Executive Assistant to support the CEO and Owner of the company. This role is a unique combination of executive business support and personal assistant responsibilities.

The ideal candidate will be trustworthy, proactive, detail-oriented, and able to handle a wide range of responsibilities with professionalism and discretion. This person will help reduce daily stress, improve organization, support business growth, and assist with both Vendor Root operations and personal needs of the CEO.

This is not a traditional administrative role. The right person must be comfortable working in a fast-paced environment, managing changing priorities, interacting with clients and employees, assisting with family-related tasks, attending business events, and supporting the CEO in multiple areas of life and business.

Primary Responsibilities

Executive Assistant / Vendor Root Duties

The Personal Assistant / Executive Assistant will assist the CEO with Vendor Root-related responsibilities, including but not limited to:
 

• Assisting with digital marketing tasks, social media content, email campaigns, and company messaging
• Helping draft, organize, and send emails to clients, supplier partners, employees, and business contacts
• Assisting with client communication and follow-up
• Sitting in on meetings, contract discussions, and negotiations when needed
• Taking notes during meetings and helping organize next steps
• Attending networking events, client meetings, trade shows, and company events
• Traveling with the CEO or company team when launching new markets
• Assisting with market expansion efforts in new cities and states
• Helping create, edit, and organize company documents, processes, templates, reports, and internal materials
• Supporting Vendor Root leadership with administrative tasks, scheduling, communication, and project coordination
• Helping organize files, contacts, client information, and business-related documents
• Assisting with special projects as assigned by the CEO
• Supporting the overall success, growth, and daily operations of Vendor Root
   

Personal Assistant Duties

This role will also include personal assistant responsibilities for the CEO, including but not limited to:

• Picking up children from school during the school year
• Occasionally taking children to school when needed
• Transporting children to camps, events, activities, and appointments during the summer and throughout the year
• Picking up dry cleaning
• Running errands as needed
• Assisting with scheduling and personal calendar coordination
• Helping manage personal tasks that reduce stress and free up the CEO’s time
• Assisting with other personal responsibilities as assigned

Ideal Candidate

The ideal candidate is someone who is dependable, trustworthy, professional, and able to shift between personal and business responsibilities with ease. This person should understand the importance of confidentiality, discretion, and representing the CEO and Vendor Root well in all situations.

This role requires someone who can anticipate needs, solve problems, communicate clearly, and take ownership of tasks without needing constant direction.
 

Required Qualifications

• Valid driver’s license
• Reliable transportation
• Clean driving record
• Ability to safely transport children
• Strong organizational and communication skills
• Ability to maintain confidentiality and discretion
• Professional appearance and attitude
• Comfortable communicating with clients, employees, vendors, and business contacts
• Ability to manage multiple priorities at once
• Proficiency with email, Microsoft Office, Outlook, Teams, and basic digital tools
• Willingness to attend events and travel when needed
• Ability to work flexible hours based on business and personal needs

Preferred Qualifications

• Experience as a personal assistant, executive assistant, office manager, or administrative coordinator
• Experience with digital marketing, social media, or email campaigns
• Experience in sales support, client communication, or business development
• Familiarity with HubSpot or other CRM systems
• Strong writing and editing skills
• Comfortable helping create business documents, reports, and presentations

Key Characteristics
 

The right candidate should be:

• Trustworthy
• Dependable
• Flexible
• Organized
• Professional
• Proactive
• Detail-oriented
• Calm under pressure
• Comfortable around children
• Able to protect confidential information
• Willing to help wherever needed
• Strong at follow-through and communication
   

Schedule
 

This role will require flexibility. While many responsibilities will take place during normal business hours, some duties may occur before school, after school, during events, during travel, or outside of a traditional 8:00am–5:00pm schedule.

The schedule will be discussed during the interview process and may vary depending on school schedules, summer activities, Vendor Root events, market launches, and business needs.
 

Compensation
 

Compensation will be based on experience, availability, skill set, and overall fit for the role.
 

Position Summary
 

The Personal Assistant / Executive Assistant to the CEO will play an important role in helping the CEO stay organized, focused, and effective. This person will support both personal and professional responsibilities while helping Vendor Root continue to grow.

This role is ideal for someone who enjoys variety, takes pride in helping others succeed, and wants to be part of a growing company with expanding opportunities.