Job Description

Schedule: Monday – Friday, 8:30 AM – 5:30 PM (Additional hours as needed)

Employment Type: Full-Time

About the Company

A privately held investment group headquartered in Dallas is seeking a highly experienced and discreet Executive Assistant to support the CEO/Chairman & CFO. This is a critical, high-responsibility role that combines executive and personal assistance, office management, and administrative support across Legal, Risk Management, and Human Resources. You will also work closely with the CFO to ensure smooth operations in these areas.

Key Responsibilities

Executive & Personal Support

• Coordinate complex travel arrangements and ground transportation
• Serve as the primary contact for itinerary changes and travel updates
• Manage personal financial tasks including expense tracking, bill payments, and monthly reporting using Quicken and Excel
• Run occasional personal errands for the Chairman and extended family

Office Management

• Act as liaison with building management
• Answer and route calls for key executives as needed
• Maintain office supplies and ensure inventory is replenished
• Keep office calendars and schedules up to date
• Develop and maintain organized digital and physical filing systems

Legal, Risk, and Contract Administration

• Provide administrative support in Legal and Risk Management functions
• Maintain and update corporate records, filings, and renewals
• Assist with preparation of legal documents including minutes, resolutions, and internal agreements
• Abstract and track key terms in contracts, obtain approvals, and follow up on execution
• Support compliance activities and maintain logs for litigation, claims, and incidents
• Assist with Workers' Compensation documentation and insurance correspondence

Human Resources Support

• Support onboarding/offboarding processes, including system and training access
• Monitor and help report on safety and operational metrics

Qualifications

• Minimum 7+ years of experience in a high-level executive assistant or chief-of-staff type role
• Strong proficiency in Microsoft Office Suite, Excel, and Quicken
• Exceptional organizational, communication, and multitasking skills
• Ability to handle confidential information with the highest level of discretion
• Detail-oriented, proactive, and able to work independently in a fast-paced environment

Preferred Qualifications

• Previous experience supporting executive leadership in investment, legal, or corporate environments
• Familiarity with contract and compliance tracking systems

Job Tags

Similar Jobs