Executive Assistant

Summary

A Dallas-based family office is looking for an Executive Assistant to support the CIO, COO, and multiple members of the Central Team.

The successful candidate will be a self-starter who has demonstrated the ability to function independently in a fast-paced, dynamic, and demanding environment. This person will be intellectually curious, intuitive and trustworthy with the highest ethical standards. In addition, (s)he will be effective addressing a number of internal and external audiences in a mature and professional manner.

It is expected that the majority of the role will be spent managing the day-to-day for the executives and high level management, acting as a critical source of administrative and organizational support. This person will add value by working on a number of simultaneous projects with minimal supervision and exemplary follow-through.

Responsibilities as an Assistant to Executives and Central Team

• Manage scheduling for company executive(s)
• Coordinate high volume of internal and external meetings
• Calendar management: screen for conflicts and make necessary changes to solve for those
• Draft, review and send communications on behalf of company executive(s), as needed
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Process expenses
• Liaise with key operational personnel to organize new hire training schedules and assist with onboarding new joiners
• Plan and organize team events, dinners, offsite, etc.
• Perform special projects for teams or management which may require utilizing various applications
• Potentially serve as a back-up to Research Assistants and Reception
• Ensure compliance disclosure requirements are met
• Expected to “roll up your sleeves” and assist in whatever way is needed

Skills and Experience

• Bachelor’s degree required
• Minimum 5-10 years administrative assistant experience, preferably within financial services
• Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint and Outlook) and related software
• Strong time management skills; ability to effectively balance multiple tasks with competing priorities
• Excellent organization skills; detail oriented
• Sense of ownership for one’s work
• Proactive in following up on details, anticipating issues, and closing the loop on all requests
• Ability to exercise discretion when managing confidential information, working across multiple teams and functions
• Mature and strong inter-personal skills; able to interact professionally with peers and senior level management
• Must be teamwork oriented with ability to work independently with minimal guidance
• Adept at problem-solving, with ability to be flexible; may act as a resource to other administrative staff
• Excellent English, grammar, written and verbal communication skills
• Possess a genuine desire to learn and work in an environment where there is room for growth / and increasing responsibility (short and long-term)