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Responsibilities
- Manage executives’ calendars, email correspondence, appointments, and daily priorities.
- Coordinate business and personal travel, including flights, accommodations, ground transportation, reservations, and detailed itineraries.
- Oversee logistics for meetings, events, and special functions, including conference-room reservations, catering, registrations, document preparation, and follow-up.
- Proactively anticipate executives’ business and personal needs and prepare necessary materials, information, and logistics in advance.
- Serve as a primary point of contact between executives and internal teams, clients, investors, professional advisors, vendors, and external partners.
- Process subscription agreements, capital-call requests, distributions, DocuSign transactions, charitable contributions, and related documentation.
- Prepare year-end personal financial statements and coordinate documentation and deadlines with accountant.
- Manage personal bills and recurring payments, including reviewing invoices, and obtaining approvals.
- Assist with personal financial organization, expense tracking, credit-card and bank-record organization, reimbursements, and recordkeeping for personal properties and household expenses.
- Organize personal and household files, including insurance documents, property records, vehicle records, and other important documentation in OneDrive.
- Research and coordinate personal appointments, reservations, purchases, deliveries, household services, repairs, and other day-to-day needs.
- Liaise with property managers for rental properties and other service professionals regarding personal residences and properties.
- Assist with personal correspondence, charitable activities, gifts, special occasions and other personal requests.
- Provide backup administrative support to reception and other admins, including answering and directing telephone calls, greeting visitors, and sorting and distributing mail and deliveries.
- Maintain detailed task lists and follow-up systems to ensure that both business and personal matters are handled accurately and on time.
- Perform other administrative duties, personal tasks, and ad hoc requests as assigned.
Requirements
- Ability to manage competing priorities, exercise sound judgment, and meet deadlines with minimal supervision.
- Bachelor’s Degree
- Work experience as an Executive Assistant, Personal Assistant, or similar role
- Commercial Real Estate Experience is beneficial or desire to learn commercial real estate
- 3 Years of high-level administrative experience in fast paced environment
- Experience with Microsoft Office Suite
- Current Texas Notary Public commission or willingness to obtain one.
- Strong organizational, time management, multitasking skills and ability to meet deadlines
- Proactive, self-motivated, high flexibility, adaptability and multi-task oriented with the drive to complete tasks with a high standard of excellence
- Excellent written and verbal communication and interpersonal skills.
- Discretion and confidentiality
Skills
- Microsoft Office Suite
- Organizational skills
- Time management
- Multitasking
- Communication skills
- Interpersonal skills
Experience Level
- 3 Years of high-level administrative experience
Education Level
- Bachelor’s Degree