Executive Assistant

Executive/Personal Assistant - Private Family Office Location: Dallas, TX (100% on-site) Position Overview A sophisticated ultra-high-net-worth (UHNW) family office is seeking an experienced Executive/Personal Assistant to provide comprehensive support across executive, personal, and family office functions. This trusted role serves as a strategic partner to principals, ensuring the seamless coordination of business interests, personal affairs, travel, property management, and lifestyle operations. The ideal candidate is highly organized, discreet, proactive, and service-oriented, with the ability to anticipate needs, manage competing priorities, and execute with exceptional attention to detail. This individual will act as an extension of the principals, providing white-glove support while maintaining the highest standards of professionalism, confidentiality, and judgment. Key Responsibilities Executive & Administrative Support Provide high-level administrative support to principals and family. Manage complex calendars, appointments, meetings, and events across personal and professional commitments. Coordinate in-person, virtual, and multi-party meetings, ensuring all logistics and materials are prepared. Review, prioritize, and manage correspondence, communications, invitations, and email follow-up. Prepare expense reports, track expenditures, and maintain accurate administrative records. Protect executive time, information, and priorities through thoughtful gatekeeping and proactive planning. Coordinate effectively with attorneys, accountants, advisors, vendors, and other external stakeholders. Support administrative activities related to personal real estate holdings and other family assets. Maintain confidential files, records, passwords, and sensitive documentation. Assist with recordkeeping, reporting, document management, and administrative processes. Manage ad hoc projects and requests for principals and family members as needed. Travel & Lifestyle Management Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and reservations. Collaborate with aviation providers, household staff, property managers, and external partners to ensure seamless travel experiences. Prepare detailed travel plans and manage logistics for principals, family members, and guests. Assist with passport, visa, vaccination, medication, and international travel readiness requirements. Coordinate personal transportation and special accommodations as required. Manage household supplies, personal errands, shipping, returns, mail handling, and related logistics. Events & Special Projects Coordinate family, business, philanthropic, and social events both onsite and offsite. Manage event logistics, vendor relationships, invitations, travel coordination, and guest experiences. Lead special projects from planning through execution while maintaining attention to detail and deadlines. Provide flexible support for evolving family office and household priorities. Qualifications 7-10 years of experience supporting senior executives, principals, family offices, private households, or UHNW families. Proven ability to manage complex schedules, travel arrangements, and administrative operations. Experience working with executives, entrepreneurs, investors, family office leadership, or other high-profile stakeholders. Demonstrated ability to handle highly confidential information with discretion and professionalism. Exceptional organizational, project management, and prioritization skills. Strong written and verbal communication abilities. Resourceful, proactive, and solutions-oriented mindset. High emotional intelligence, professional maturity, and strong interpersonal skills. Ability to operate independently while collaborating effectively across multiple stakeholders. Calm and adaptable under pressure in a fast-paced, ever-changing environment. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Comfortable utilizing modern technology and AI productivity tools. Bachelor's degree preferred; equivalent experience considered. Notary Public certification preferred or willingness to obtain. Key Attributes Impeccable integrity and trustworthiness. Service-minded with a hospitality-oriented approach. Strong attention to detail and commitment to follow-through. Positive attitude, humility, and strong work ethic. Ability to anticipate needs before they arise. Comfortable supporting both business and personal matters with equal professionalism. Thrives in a highly personalized, relationship-driven environment. This is a unique opportunity to join a dynamic UHNW family office environment where no two days are alike and where exceptional service, discretion, and operational excellence are highly valued. BHDL4360 #MON