Executive Assistant

Executive Assistant

Suite Leap | Dallas-Fort Worth, TX

About Suite Leap

Suite Leap matches growing companies with fractional executives (CFOs, CMOs, COOs, and more) who deliver C-suite impact without the full-time price tag. We're a lean, fast-moving team, and this role sits at the center of everything we do.

Role Summary

The Executive Assistant supports Suite Leap's leadership team, keeping their time, communications, and deal pipeline running smoothly. You'll manage executive inboxes and calendars, prep leaders for every meeting, and make sure nothing falls through the cracks as prospects move from first introduction to signed engagement. This is a high-trust role for someone who loves building order out of moving pieces and wants a front-row seat to how a growing firm actually runs.

Key Responsibilities

• Manage the Founder’s inbox. Organize, prioritize, and draft responses for approval, and make sure every incoming introduction gets a timely reply.
• Run leadership calendars, especially the Founder’s. Schedule and reschedule sales meetings, client meetings, internal syncs, and networking calls. Build in buffers and travel time, manage time zones, and audit calendars weekly to catch conflicts before they happen.
• Coordinate meeting prep. Attach agendas, context, and prep documents to each calendar event using a standardized checklist so they walk in ready.
• Maintain master to-do lists. Aggregate action items from HubSpot, Notion, internal syncs, and meeting notes into deduplicated lists for each leader, then track completion so follow-ups never slip.
• Support the sales pipeline. Schedule prospect meetings, create prep documents and prospect folders, and keep HubSpot deal stages accurate as opportunities move through the pipeline.
• Coordinate multi-party scheduling. Line up calls between prospects, fractional executives, and leadership, and make sure consultant bio pages are formatted and sent to prospects ahead of meetings.
• Track introductions and follow-ups. Draft intro emails, maintain a status log (sent, responded, scheduled), and add next steps to each leader's task systems.
• Keep invoicing on track. Monitor our accounting team to ensure invoices go out and get paid on time, outstanding balances are followed up on, and make sure the bookkeeper receives monthly statements and open-items documentation.
• Coordinate events and logistics. Book conference rooms and reservations for key meetings, support leadership team meetings and quarterly all-hands (including dry runs), and manage gifting for clients, consultants, and referral partners.
• Maintain our systems. Keep the Google Drive structure clean, update standardized email templates and text snippets, and make sure prospects and clients are reflected consistently across HubSpot, Slack, and Drive.

Required Qualifications

• 2 or more years of experience as an executive assistant or in a similar administrative role supporting one or more senior leaders
• Demonstrated ability to manage complex, high-volume calendars across multiple executives and time zones
• Strong written communication skills, including drafting professional emails on behalf of an executive
• Proficiency with Google Workspace (Gmail, Calendar, Drive)
• Experience working in a CRM to track deals or contacts

Preferred Qualifications

• Experience working in a start-up environment using tools like LLMs, HubSpot, Notion, and Slack
• Background supporting founders or executives in a sales-driven or client-services business
• Familiarity with LinkedIn as a business development tool

Skills & Competencies

• Prioritization and judgment. You can look at a full inbox and know what needs a leader's eyes now, what can wait, and what you can handle yourself.
• Juggling competing priorities. Supporting multiple leaders means balancing requests that all feel urgent. You can sequence the work and communicate clearly when trade-offs are needed.
• Follow-through. You close loops. When you take ownership of a task, the person who handed it to you stops thinking about it.
• Discretion. You'll handle sensitive client, financial, and personnel information and treat it accordingly.
• Systems thinking. You notice when a process is breaking down and fix it, rather than working around it.
• Clear, professional writing. Your emails sound like a polished human wrote them, because one did.

Working Conditions

• Based in the Dallas-Fort Worth area
• Standard business hours with occasional flexibility for event coordination
• Primarily computer-based work in a fast-paced, multi-priority environment

Pay: $25.00 - $30.00 per hour

Expected hours: 20.0 – 25.0 per week

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Dallas, TX 75230