Executive Assistant

Executive Assistant

Clayton Services is seeking a highly organized and proactive Executive Assistant to join a well-established private family office in downtown Houston. This is a unique opportunity for a detail-oriented administrative professional who enjoys working in a small, collaborative environment and taking ownership of a broad range of organizational, records management, and operational responsibilities. The ideal candidate is a resourceful self-starter who is highly proficient in Microsoft Excel, enjoys creating structure and organization, and is comfortable learning new processes and responsibilities. This is not a traditional Executive Assistant position centered around calendar and travel management. The role will focus heavily on maintaining records, tracking information and deadlines, organizing files, supporting corporate and asset-related administration, and ensuring important details do not fall through the cracks.

Job Type: Direct Hire Pay Rate: $75,000 - $95,000 Benefits: Medical, dental, vision, 401(k) w/ match, life, disability, paid parking, PTO, and more.

Executive Assistant Responsibilities:

• Maintain and update detailed Excel schedules, trackers, asset lists, and other organizational records.
• Maintain accurate and organized electronic and physical files across multiple companies, properties, investments, and administrative areas.
• Assist with the ongoing development and improvement of electronic filing systems, including creating logical folder structures and maintaining consistent document organization.
• Download, organize, review, and maintain documents from online portals and third-party systems.
• Scan, digitize, organize, and properly file historical and current company records.
• Maintain corporate entity records and internal checklists, including information related to registered agents, ownership, officers, directors, identification numbers, and other organizational details.
• Track corporate filings, registrations, annual requirements, and other deadlines to ensure obligations are completed accurately and timely.
• Assist with maintaining corporate governance documentation, including written consents, meeting materials, corporate records, and related documentation.
• Maintain real estate and other asset schedules, including property information, tax assessments, valuation information, and supporting documentation.
• Track property tax notices, assessments, deadlines, and related records to help ensure no properties or obligations are overlooked.
• Maintain organized records associated with investments, assets, real estate, and other family office activities.
• Prepare and organize materials for board and committee meetings, including meeting packets, supporting documentation, and electronic records.
• Proofread documents and perform accurate data entry and document preparation as needed.
• Coordinate with executives, accounting personnel, outside advisors, registered agents, and other internal and external resources as necessary.
• Handle incoming and outgoing mail and assist with general office administration.
• Proactively identify missing information, incomplete records, upcoming deadlines, and opportunities to improve organization and processes.
• Provide administrative and project support to team members as priorities arise.
• Perform additional responsibilities as needed in a small, collaborative office environment.

Executive Assistant Skills and Abilities:

• Exceptional organizational skills with strong attention to detail and accuracy.
• Advanced proficiency in Microsoft Excel with the ability to confidently maintain schedules, trackers, lists, and detailed records.
• Proficiency in Microsoft Word, Outlook, Teams, Adobe Acrobat, and general office technology.
• Strong records management and document organization skills.
• Ability to develop logical electronic filing structures and maintain organized digital and physical records.
• Strong ability to manage multiple priorities, deadlines, entities, and projects simultaneously.
• Proactive mindset with the ability to anticipate needs and identify items requiring follow-up.
• Quick learner who is comfortable being introduced to unfamiliar terminology, processes, and responsibilities.
• Ability to retain information and independently apply previously learned processes.
• Sound judgment and the ability to work independently with minimal supervision.
• High degree of discretion and professionalism when handling confidential and sensitive information.
• Strong written and verbal communication skills.
• Resourceful problem-solving skills and willingness to ask thoughtful questions when needed.
• Flexible and adaptable approach to changing priorities and responsibilities.
• Collaborative, team-oriented attitude with a willingness to assist wherever needed.
• Comfortable working in a small office where responsibilities may extend beyond a narrowly defined job description.
• Consistently professional and positive when interacting with colleagues and outside parties.

Executive Assistant Education and Experience:

• 3+ years of administrative, executive support, records management, corporate administration, or related professional experience required.
• Previous experience supporting a family office, financial services organization, professional services firm, corporate office, or similarly confidential environment is highly preferred.
• Experience maintaining detailed Excel schedules, trackers, databases, or asset records strongly preferred.
• Experience with corporate records, entity management, corporate governance, real estate administration, investments, or records management is a plus but not required.
• Previous Executive Assistant, Administrative Coordinator, Corporate Administrator, Records Coordinator, or similar experience will be considered.
• Prior experience working with multiple companies, entities, properties, accounts, or other detailed records is a plus.
• Candidates must be comfortable learning corporate and administrative processes that may be new to them.
• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Must be available to work onsite five days per week in downtown Houston.

Executive Assistant - Immediate need. Apply today!