Job Description

Executive Assistant & Office Manager - Job Description

Requirements:

***Must have 5+ years of experience in Real Estate, Private Equity or Financial Services experience

***5+ years of experience in an Executive Assistant Role

Position Overview:

Dallas-based firm seeks a versatile professional to serve as an Executive Assistant/Office Manager, providing comprehensive administrative support for firm leadership and overseeing daily office operations. This role requires a resourceful and highly organized team player with exceptional communication skills, discretion, and a proactive mindset.

Key Responsibilities:

Executive Support:

Provide administrative support to Founding Partner and Partner.

Coordinate and maintain executives' calendars, taking strategic priorities into account. Arrange meetings, conference calls, and events, and liaise with internal and external stakeholders while maintaining strict confidentiality.

Organize complex domestic and international travel arrangements, including detailed itineraries for executives and their teams when required.

Ensure executives are equipped with necessary materials and information for meetings, travel, and events.

Arrange, confirm, and monitor messenger services, car transportation, and other travel services.

Prepare and submit accurate expense reports, while designating appropriate charge codes.

Handle coordination of signatures and notarized documents as needed.

Occasionally assist with arranging personal travel and other tasks to support the executives.

Office Operations:

Manage the day-to-day operations of the Dallas office, overseeing support for approximately 12 employees.

Greet visitors and ensure their experience is welcoming and professional.

Sort and distribute incoming mail promptly.

Coordinate with building management and vendors to address maintenance, repairs, and other needs.

Maintain inventory of office supplies, food, and beverages, ensuring stock is replenished regularly.

Ensure conference rooms are clean, organized, and prepared for meetings, resetting as needed.

Qualifications & Attributes:

Professional Experience: At least 2 years of administrative assistant experience is required; executive-level support or experience within an asset management firm is a plus.

Education: Bachelor’s degree preferred, but not mandatory.

Skills:

Strong written and oral communication skills, with the ability to adapt tone and style for various audiences.

Exceptional organizational abilities and demonstrated success in task management with consistent follow-through.

Resourceful problem solver with keen attention to detail and the ability to anticipate needs proactively.

Highly discreet and professional, maintaining confidentiality at all times.

Comfortable working independently, self-starting, and making confident decisions.

Responsive and dependable, with the ability to manage multiple priorities and react calmly under pressure.

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