Executive Assistant For A Family Office

Summary
NHR Holdings is a single-Family Office located in Dallas, Texas. We are looking for an experienced Executive Assistant who will provide comprehensive administrative support to the Principal and the CFO. This position will be an integral part of the Family Office and will be responsible for a wide range of activities to include managing calendars, coordinating travel, assisting with correspondence, scheduling meetings, collaborating on projects, conducting research, organizing documents, and overseeing various estate needs.

The type of individual who will excel here is a service-oriented professional who thrives in dynamic, entrepreneurial environments. This professional is exceptional at communicating, anticipating, organizing, synchronizing, and simplifying. High levels of reliability, adaptability, resourcefulness, and discretion are required.

Responsibilities
Calendar Management: Manage and organize the Principal’s calendar to include scheduling meetings, conference calls, events, and appointments. Engage directly with internal and external parties to coordinate schedules. Anticipate and resolve scheduling conflicts and proactively communicate changes.

Travel Arrangements: Oversee travel planning – schedule flights, arrange ground transportation, book accommodations, and make other reservations. Create detailed travel itineraries. Anticipate and address travel-related needs. Complete required documentation when traveling internationally. Coordinate any changes in travel schedule with relevant parties. Monitor and optimize travel expenses.

Communication and Correspondence: Work alongside the Principal to manage emails and prioritize associated requests. Draft and proofread emails, letters, memos, reports, and other documents. Transcribe dictations describing business travel, meetings, and events. Keep the Principal and CFO apprised of time-sensitive, priority issues and ensure timely responses. Maintain confidentiality and professionalism in all communications.

Meeting Facilitation: Prepare the Principal and CFO for meetings – construct agendas, aggregate materials, and coordinate attendee schedules. For external meetings, prepare summary reports on attendees. For internal meetings, communicate date/time of meeting and coordinate deliverables. Attend meetings and draft minutes upon request. Visit with Principal and CFO after meetings to schedule follow-up meetings and complete requests.

Document Management: Develop and maintain organized filing system. Ensure accessibility, accuracy, completeness, and confidentiality across all documentation. Convert paper documents into digital format as needed. Organize and distribute inbound mail to appropriate personnel as needed.

Research and Analysis: Research various topics and prepare summary reports as requested by the Principal and CFO. Anticipate research needs based on current and potential business activities. Work with CFO on projects.

Financial Support: Assist the Principal and CFO with certain financial activities – receipt tracking, expense reporting, and invoice processing. Performing basic bookkeeping duties as directed by the CFO. Work with the Principal and CFO to obtain and/or produce certain financial information and reports. Support various financial projects to include tracking deadlines and deliverables.

Event Planning: Organize events, conferences, interviews, and philanthropic activities on behalf of the Principal. Coordinate logistics, including venue selection, reservations, catering, invitations, guest management, and marketing. Assist in creating event budgets and tracking expenses.

Office Management: Oversee certain day-to-day activities of the Family Office, including office supplies, equipment maintenance, and vendor management. Ensure a well-organized and professional work environment.

Personal Support: Provide personal support to the Principal as needed – schedule appointments, make reservations, and complete miscellaneous tasks. Help plan events with family, friends, and guests. Provide the Principal with basic tech support. Engage with various service providers to resolve issues as they arise.

Household Management: Work alongside the housekeeper to address ongoing needs at the Principal’s primary residence and additional properties. Ensure residences are maintained and in proper working order.

Qualifications
- Experience as an Executive Assistant, preferably within a single-Family Office, asset management firm, private equity firm, or similar environment
- Exceptional organizational and time management skills, with the ability to prioritize effectively
- Flexibility and adaptability to work in a fast-paced, demanding environment
- Resourcefulness and problem-solving skills to address diverse requests
- The ability to anticipate the needs of the Family Office executives and proactively address those items
- Internally motivated, with a willingness to take on new responsibilities and work independently
- Advanced project management experience – proven record of successful executing multiple ongoing projects
- Excellent verbal and written communication skills, with a keen eye for detail and accuracy
- Exceptional interpersonal skills and the ability to build and maintain trusting relationships with stakeholders
- Demonstrated ability to handle confidential and sensitive information with discretion
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with (or the willingness to learn) other office management tools/software
- Bachelor's degree highly preferred

Schedule
Primary in-office hours are 9:00AM to 6:00PM, Monday through Friday, with the capacity to occasionally work evenings and weekends. Must have “on call” mentality to address the Principal’s and CFO’s requests after regular work hours. Availability will need to shift/adjust when the Principal and CFO are traveling based on their time zone.

This position will work primarily from the office located in Irving, Texas. This position may occasionally work from the Principal’s personal residence.

To Apply
Please submit both your resume and cover letter.

Job Type: Full-time

Pay: $85,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Do you have prior experience as an Executive Assistant within a single-Family Office, asset management firm, private equity firm, or similar environment? If so, how many years?

Ability to Relocate:

• Irving, TX 75063: Relocate before starting work (Required)

Work Location: In person