Executive Assistant/Office Manager

Executive Assistant & Office Manager

The Administrative Assistant & Office Manager plays a pivotal role at the center of the Dallas office, serving as both a partner to the executives and the anchor for daily operations. This hybrid position supports senior leadership with high-level calendar and administrative management while also driving office operations, vendor relationships, and the overall workplace experience. The ideal candidate is proactive, highly organized, naturally service-oriented, and energized by building structure, supporting people, and creating an exceptional professional environment where both individuals and the business can thrive.

Essential Duties And Responsibilities

• Serve as the primary point of contact for all internal and external stakeholders for the Dallas office, ensuring a seamless and professional experience.
• Strategically manage the CFO's calendar, including complex scheduling, prioritization, and meeting coordination.
• Provide calendar support to the CEO in close partnership with the Chief Executive Assistant to ensure continuity and alignment.
• Proactively coordinate all meeting logistics, including conference room preparation, technology setup, and day-of execution.
• Oversee day-to-day office operations, including mail distribution, shipping, and receipt of all deliveries.
• Act as the first point of contact for all visitors, managing logistics in advance and providing on-site hospitality and coordination.
• Manage procurement, organization, and inventory of all office supplies for the Dallas location.
• Lead vendor relationships for the Dallas office, including sourcing, coordination, and ongoing service management.
• Liaise with building management and oversee all building-related matters, including access coordination and onboarding support for new employees.
• Prepare and submit accurate and timely expense reports for multiple executives, ensuring proper coding and compliance.
• Partner with IT to coordinate technical support, system access, software provisioning, and hardware setup.
• Champion a positive, professional, and high-performance office culture through proactive service, organization, and engagement.

Minimum Qualifications (Knowledge, Skills, And Abilities)

• Minimum of three (3)+ years of experience in office management, operations management, or a related administrative leadership role; startup or private company experience strongly preferred.
• Demonstrated experience utilizing expense management platforms and financial reporting tools with a high degree of accuracy.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), with the ability to leverage technology to enhance efficiency and organization.
• Proven experience managing vendor relationships, including coordination, service oversight, and issue resolution.
• Exceptional written and verbal communication skills, with the ability to interact effectively and professionally at all levels of the organization.
• Highly organized, detail-oriented, and able to successfully prioritize and multitask in a fast-paced, dynamic environment.
• Demonstrated integrity, discretion, and sound judgment, with the ability to manage sensitive and confidential information with professionalism.

Education

• Bachelor's degree in Business Administration, Finance, Management, Hospitality, or a related field preferred; or 5+ years of equivalent experience in office management, executive support, or administrative roles within professional services, finance, private equity, wealth management, or high-end hospitality.
• Proficient skills in Microsoft Office products including Excel, PowerPoint, Word, Office365, Teams, OneNote as well as other common office management and organizational systems.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. This role is primarily onsite in an office environment and requires long periods of sitting or standing. The employee may be required to push, pull, bend, lift or move up to 35 pounds This role will require the ability to drive an automobile to transport from one location to another in a safe and secure manner. We are an equal employment opportunity employer.

Acknowledgment

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.