Administrative Assistant/Executive Assistant

Administrative Assistant
Dallas, Texas, United States (On-site)

Administrative Assistant / Executive Assistant

Our client is a privately held family office and commercial real estate investment organization with a long-standing presence in the Dallas-Fort Worth market. The firm owns and manages a portfolio of retail commercial properties throughout Texas and Oklahoma while also overseeing investment assets managed by external financial partners. Operating with a lean, high-performing team, the organization offers a unique blend of commercial real estate, investment management, and family office operations. With leadership transitioning to the next generation, the company is seeking a trusted professional who can become an integral part of the business and support its continued success for years to come.

Key Responsibilities

• Provide direct executive support to senior leadership, serving as a trusted right hand and helping manage daily priorities, schedules, and organizational needs.
• Learn from and work closely with a long-tenured administrative professional to absorb critical institutional knowledge and ensure a seamless transition of responsibilities.
• Coordinate administrative functions related to the company's commercial real estate portfolio, including organizing files, maintaining records, communicating with accountants, and assisting with tax-related documentation.
• Handle highly confidential financial and investment information with discretion, professionalism, and accuracy.
• Support family office activities, including maintaining financial records, coordinating with outside advisors, and assisting with various investment-related administrative tasks.
• Manage executive calendars, travel arrangements, meeting coordination, correspondence, and general office operations.
• Assist with vendor communication, document management, and special projects across multiple business functions.
• Support future implementation and administration of office or family office software platforms as the organization continues to evolve.
• Maintain organized systems and processes that improve efficiency and help leadership stay focused on strategic priorities.

Qualifications & Requirements

• Bachelor's degree required.
• Minimum of 3 years of administrative, executive support, family office, investment management, commercial real estate, or related professional experience.
• Experience handling confidential financial, investment, or business information in a highly professional environment.
• Familiarity with commercial real estate operations, terminology, and documentation; direct industry experience is preferred.
• Experience supporting financial or investment-related functions, including coordination with accountants, tax documentation, asset management reporting, or similar responsibilities.
• Strong organizational, time management, and multitasking abilities with exceptional attention to detail.
• Demonstrated ability to work independently in a lean, entrepreneurial environment with minimal supervision.
• High level of discretion, professionalism, and sound judgment when handling sensitive information.
• Proficiency with Microsoft Office Suite and QuickBooks; experience with family office or investment management software
• is a plus.
• Strong communication and interpersonal skills with the ability to build trust and effectively support executive leadership.
• Experience supporting a principal, owner, or executive within a family office, investment firm, or closely held business environment is highly preferred.