[Hiring] Executive Assistant @DanceOne

Role Description

The Executive Assistant to the CEO is the operational right hand to DanceOne's Chief Executive Officer — owning the calendar, inbox and travel so the CEO's time goes to the highest-value work. This role is a partner-facing extension of the CEO's office:

• Manage the CEO's calendar.
• Own scheduling end to end across multiple time zones — booking, confirming, protecting time, resolving conflicts and reprioritizing as the week changes.
• Run the inbox.
• Triage incoming email, draft and send correspondence on the CEO's behalf, flag what needs a decision, and make sure nothing waiting on the CEO goes quiet.
• Coordinate travel and logistics.
• Build detailed itineraries for flights, hotels, ground transport and on-site event schedules, and adjust in real time when plans change.
• Prepare the CEO for every meeting.
• Assemble pre-meeting briefs covering who is attending, relationship history, open items and the outcome we want.
• Own partnership mailings.
• Maintain the partner and sponsor contact database, and build, proof and send partnership communications, announcements and seasonal outreach on schedule and on brand.
• Drive follow-ups to closure.
• Capture action items from CEO meetings, route them to the right owners, track them in a shared tracker and chase them until they are done.
• Serve as a first point of contact.
• Represent the office of the CEO with partners, sponsors, studio owners, vendors and internal leaders.
• Prepare materials and support leadership meetings.
• Build agendas, decks, pre-reads and reports to an external-ready standard.
• Process expenses and invoices.
• Prepare the CEO's expense reports, reconcile receipts, and route partner invoices and contracts to Finance.
• Support events as needed.
• Assist with on-site logistics, VIP and partner hospitality, and CEO scheduling at DanceOne events and conventions.
• Perform additional duties using Artificial Intelligence as assigned.

Qualifications

• Three or more years of experience as an Executive Assistant, Administrative Coordinator or similar, supporting a senior executive.
• Dance industry background required.
• Meaningful firsthand experience in dance — as a competitive or pre-professional dancer, studio owner or staff member, choreographer, teacher, or event and convention staff.
• Based in the United States and able to work core business hours in the Central Time zone; Texas strongly preferred.
• Proven track record managing a complex, changing executive calendar across multiple time zones.
• Excellent written communication; able to draft polished, on-brand correspondence on an executive's behalf.
• Proficient with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new systems quickly.
• Demonstrated discretion handling confidential information.
• Reliable high-speed internet, a professional remote workspace, and availability for occasional evening, weekend and event travel.

Requirements

• Experience supporting a founder or CEO at a high-growth or multi-brand company, and with partnership, sponsorship or client-relationship communications.
• Familiarity with CRM, email marketing and project management tools (HubSpot, Salesforce, Mailchimp, Asana, Notion or similar).

Benefits

• Medical, Dental and Vision;
• Health Savings Account employer contribution, and Flexible Spending Accounts for healthcare and dependent care.
• 401(k) with a 4% company match - eligible after three months.
• Group and Voluntary Life and AD&D coverage, and an Employee Assistance Program.
• Paid time off, employee discounts and the InsurChoice voluntary benefits program. Coverage begins the first of the month following your date of hire.