Executive Assistant to CIO - UHNW Family Office | Dallas

Our client, an ultra-high-net-worth single-family office in Dallas, TX , has engaged us to place a professional, personable, proactive, conscientious, team player, and highly organized individual with a keen eye for detail, in the role of Executive Assistant (EA) to the Chief Investment Officer (CIO) . The family office is focused on all major asset classes, including real estate, private equity, and public securities for an UHNW family. This role will report to the Chief of Staff (CoS), while also maintaining daily direct communication with/access to the CIO. The EA will provide administrative, logistical, and a small amount of personal support to the CIO, allowing him to focus his time and energy on the areas of the business that require his attention. The EA will additionally provide support to the CoS as well as the investment team as needed, provide backup for the EA to the Principal & President in her absence (and vice versa), and assist with some office management responsibilities. This role requires a high level of trust and discretion at all times, as the EA will be exposed to sensitive & confidential information.*The client is only considering local candidates within a 45 minute commute.*

The ideal candidate has a strong business acumen, “Type-A" work style, positive attitude, passion for excellence, dedicated work ethic, high personal standards of integrity, high energy, the ability to anticipate needs before they arise, is efficient, composed, confident, and works well both independently and as a team! The client is seeking a great, long-term fit, and this opportunity provides the EA the ability to work in a great office environment, with great people!

Location: Dallas, TX (Uptown)

Hours: Onsite M-Th 8:30am-5pm & Friday until 4pm (up to 5pm on occasions where there’s a meeting or other needs that require the EA’s support). While this role has very limited need for after hours/weekend support, additional flexibility/availability is needed to receive correspondence/communications, responding to urgent needs immediately (mostly related to travel), and prioritizing others accordingly.The EA will also be in charge of the family office breakfast event held a couple times a year @ the Dallas Country Club (7:00am start time).

Compensation:

• $120,000-$140,000 base salary + 10% discretionary individual performance based bonus
• M/D/V - Employer covers 100% M/D for employee
• 401(k) w/ employer match up to 6%
• Maternity/Paternity Leave
• Life & AD&DD Insurance & Long-term Disability
• Additional perks: complimentary snacks/coffee/drinks provided, company provided lunch, social events/team outings, and employee discounts

About YOU:

• You’re humble, a great team player willing to jump in where needed to get things done, and have a “no task is too small” attitude
• You have strong organizational & project management skills, and a proactive approach to problem solving, reflecting the ability to perform & prioritize multiple concurrent tasks as the executives’ priorities dictate
• You’re honest, display a high level of personal accountability and responsibility, utilizing tact, discretion and good judgment at all times, especially when exposed to confidential or sensitive matters
• You have a strong business acumen, professional demeanor, and a high level of emotional intelligence & professionalism
• You have excellent written & verbal communication skills, and provide a courteous & professional point of contact
• You have strong time management skills & don’t need to be micromanaged in order to execute
• You’re forward thinking, intuitive, and try to always remain two steps ahead of your executive’s needs
• You’re flexible/adaptable and have the ability to pivot
• You’re driven, confident & diligent, have impeccable attention to detail and strong follow through
• You have a “figure it out” mentality, and the confidence to ask questions when needed
• You’re a smart self-starter, productive, and highly organized
• You’re resourceful, show initiative, and have strong decision‑making capability
• You have strong interpersonal skills, and are able communicate with a mix of different personalities, with ability to “read the room”
• You have a good history of job stability, strong references & are looking for a long‑term career

Key Responsibilities Include (but not limited to):

• Manage the CIO’s active professional calendar & personal appointments
• Manage all domestic travel and all related accommodations as required; create detailed itineraries; Ensure seamless travel experiences with contingency planning for last‑minute changes or disruptions; Maintain travel documentation, memberships, and preference profiles
• Answer the phone, take accurate messages, and handle urgent calls with appropriate judgment
• Manage email for the CIO (monitor, triage & respond on behalf of as requested, and ensure timely response especially to urgent matters)
• Coordinate internal/external meetings; provide notes and supporting material to executives and relevant parties
• Work closely with the CIO to keep him well informed of upcoming commitments and responsibilities, following up appropriately
• Ensure communications from the CIO is timely, clear and responsive to ensure projects move forward
• Provide administrative support to the CoS and assist with delegated tasks and event coordination as needed
• Provide administrative support to the investment team as needed
• Assist with office management needs
• Greet all guests and direct them as needed
• Prepare and submit expense reports monthly
• Prioritize needs, handle matters expeditiously and proactively, and follow through on projects/assignments to successful completion, some of which can be deadline sensitive
• Attend business meetings, create agendas, take minutes/notes, and assign action/follow up items (if needed)
• Utilize modern productivity tools (calendar, email, travel apps, task management platforms, AI) with fluency; Set up and maintain digital systems and workflows to increase efficiency; Manage and troubleshoot basic technology needs and serve as a liaison with tech support when necessary
• Manage confidential and sensitive matters with a high level of confidentiality and the utmost discretion
• Prioritize inquiries & requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements
• Maintain physical/electronic filing systems
• Online research
• Run personal errands as requested; Order/Pick up meals as requested
• Manage personal & professional contact database; Liaise with personal & professional associates
• Be proactive in recognizing when to send thank you notes, gifts etc. to clients, associates, family and friends
• Other related duties as delegated by the CIO and CoS

Experience/Education:

• Minimum 4+ years experience in an Executive Assistant or similar professional role supporting senior executives; Experience supporting high-net-worth/ultra-high-net-worth or high-profile individuals is a bonus
• Tech savvy; Advanced skills with technology tools (e.g., Google Workspace, Microsoft Office, travel and calendar platforms)
• Bachelor's Degree preferred

We appreciate your interest in this opportunity and review all submissions. Candidates of interest will be contacted via email with a questionnaire to further assess potential fit & next steps. Those not selected will have their resume kept on file for consideration of other opportunities.

Trademark Hire, LLC is an equal opportunity recruiting firm, and doesn't discriminate with its sourcing/recruiting, screening, or placement practices on the basis of race, color, religion, gender, sexual orientation, age, national origin, disability, military status, veteran status, or any other characteristics protected by law. All hiring decisions, compensation, benefits, and employment terms are determined by the client/employer. Trademark Hire, LLC is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role.