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Executive Assistant to CEO in San Antonio, Texas at Carvajal Pharmacy LTC

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Carvajal Pharmacy LTC
San Antonio, Texas, 78237, United States
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Job Description

Executive and Personal Assistant to the CEO

JOB DESCRIPTION

Reports to

Chief Executive Officer

Work setting

Onsite

Department

Executive Office

Travel

Required as needed

Status

Full time

Availability

Extended and on call hours

Position Summary

The Executive and Personal Assistant to the CEO is a highly trusted partner who protects the CEO’s time, attention, privacy, and priorities. This role manages a demanding executive calendar and communications, coordinates business and personal matters, and drives projects ranging from quick details to complex, cross-functional initiatives. The successful candidate brings exceptional judgment, integrity, discretion, resourcefulness, and follow-through; anticipates needs before they arise; and creates reliable systems that give the CEO visibility and confidence while keeping work moving across the organization.

Key ResponsibilitiesExecutive Support and Priority Management
  • Own and continuously optimize the CEO’s calendar, schedule, priorities, reminders, and daily preparation across business and personal commitments.
  • Serve as a responsive gatekeeper and trusted point of contact, ensuring the CEO retains appropriate visibility, decision rights, and control over commitments, information, and follow-up.
  • Prepare meeting agendas, briefing materials, correspondence, presentations, reports, and decision-ready summaries; attend meetings as requested, capture actions, and drive timely completion.
  • Screen and manage calls, messages, visitors, requests, and sensitive communications with sound judgment and discretion.
    • Project and Cross Functional Coordination
  • Lead and support projects of every scale, from time-sensitive personal requests and operational details to complex strategic initiatives involving multiple departments.
  • Partner with all department leads to gather information, coordinate decisions, resolve blockers, track commitments, and maintain accountability without losing sight of details.
  • Build practical systems, dashboards, checklists, and workflows that improve visibility, efficiency, and execution for the CEO and executive office.
  • Identify risks, opportunities, and unmet needs early; recommend innovative solutions and take appropriate action before issues escalate.
    • Personal Support and Logistics
  • Coordinate approved personal matters, appointments, purchases, gifts, events, reservations, household or family logistics, and other confidential requests with professionalism and care.
  • Plan domestic and international travel, including itineraries, transportation, lodging, documentation, meeting logistics, contingency plans, and real-time changes; accompany the CEO when required.
  • Maintain accurate records, files, contacts, receipts, and confidential materials for both business and personal activities.
    • Communication and Representation
  • Represent the CEO professionally with teammates, department leaders, business partners, vendors, patients or customers, community members, and other stakeholders.
  • Develop strong working relationships across the organization while maintaining appropriate boundaries, confidentiality, and loyalty to the CEO’s priorities.
  • Respectfully support the CEO’s faith commitments, values, and related scheduling or logistical needs while working effectively with people of all backgrounds.
    • Availability and Responsiveness
  • Work onsite as the role’s regular work setting and maintain reliable in-person availability.
  • Provide high-touch support outside standard business hours, including early mornings, evenings, weekends, and urgent situations, according to clearly established on-call and coverage expectations.
  • Travel on short notice when business or personal needs require it and remain composed and effective as priorities change.
    • Required Qualifications
  • Five or more years of progressively responsible executive, personal, or senior administrative support experience; experience supporting a CEO, owner, founder, or similarly demanding principal strongly preferred.
  • Exceptional organization, prioritization, attention to detail, and project management skills, with the ability to manage multiple confidential workstreams independently.
  • Demonstrated integrity, discretion, loyalty, sound judgment, and a record of earning and maintaining trust.
  • Strong written and verbal communication skills, professional presence, and the ability to work effectively with department leaders and external stakeholders.
  • Proactive and innovative problem-solving ability, including anticipating needs, developing options, and executing with limited direction.
  • Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams, plus the ability to learn new systems quickly.
  • Ability to work onsite, travel as required, and meet the role’s established extended-hours and on-call expectations.
  • Valid driver’s license and ability to meet applicable travel requirements.
    • Preferred Qualifications
  • Bachelor’s degree or equivalent combination of education and relevant experience.
  • Experience coordinating complex travel, events, vendor relationships, budgets, or personal and household matters.
  • Bilingual proficiency in English and Spanish.
    • Core Competencies

    Trust and integrity | Confidentiality and discretion | Anticipation and initiative | Organization and precision | Adaptability and endurance | Resourcefulness and innovation | Service and hospitality | Clear communication | Ownership and accountability

    Working Conditions

    This is an onsite, high-availability position supporting a dynamic executive schedule. The role may require frequent schedule changes, extended hours, early mornings, evenings, weekends, holidays, urgent response, and domestic or international travel. Specific availability, on-call coverage, timekeeping, overtime, rest, and travel expectations will be administered in accordance with company policy and applicable law. Reasonable accommodations will be considered for qualified individuals.

    Additional Responsibilities

    This description summarizes the role’s primary responsibilities and is not intended to list every duty. Responsibilities may change based on the CEO’s priorities and business needs.

    Job Location

    San Antonio, Texas, 78237, United States

    Frequently asked questions about this position

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