Executive/Personal Assistant to UHNW Principal - Family Office

Our client, a privately held family investment company (Family Office) in Dallas, TX that invests across four core strategies - private equity, venture capital, real estate, and specialty finance, has engaged us to place an Executive/Personal Assistant (EPA) to the Principal (UHNWI) . The Principal has a very busy schedule, travels frequently (at least once a month - several days to a couple weeks at a time), is typically only in the office 2-3 days a week when in town, and therefore needs a solid right-hand to provide administrative, logistical, project management, financial management, and personal support, as his business & personal needs all blend together. The EPA should be comfortable in a small team environment that fosters deep concentration and allows for independent work with minimal supervision. This role requires a high level of trust and discretion at all times, as the EPA will be exposed to sensitive & confidential information.

The ideal candidate is personable, proactive, and professional, bringing strong business acumen, a positive attitude, dedicated work ethic, and unwavering integrity to the role. They excel at anticipating needs before they arise and thrive in both independent and collaborative environments. Family Office experience is a plus! *Please do not contact our client directly.*

Location: Dallas, TX (Old Parkland area)

Standard Hours: Onsite Monday-Friday 8:30am-5pm (great work/life balance opportunity!) 

• Hybrid aspect: Although there isn’t a set hybrid schedule, after 90 days to allow for a comfortable onboarding, the EPA may choose to work from home up to 2 days/week when the Principal is traveling, as long as there are no pressing needs requiring them to be on-site those days. 
• After hours: While this role has very limited need for after hours/weekend direct support, additional flexibility to be accessible to monitor & receive calls/texts/emails, responding to urgent needs immediately and prioritizing others accordingly.
• Events: The Principal hosts a mix of social, political & holiday events at his primary Dallas residence during the spring & fall and the EPA will need to be on-site possibly for a couple to initially to get an understanding of how they run, since they’ll be tasked with coordinating vendors and partnering with the Estate Manager to ensure things run smoothly. Events are most often held on weeknights, approx. 3 hours.

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”, positive, can-do attitude
• You have a strong business acumen, professional demeanor, and a high level of emotional intelligence & professionalism
• You have strong organizational skills, and a proactive approach to problem solving, reflecting the ability to perform & prioritize multiple concurrent tasks as the Principal’s priorities dictate
• You’re a smart self-starter, productive, and highly organized
• You’re resourceful, show initiative, and have strong decision-making capability
• You have a “figure it out” mentality, and the confidence to ask questions when needed 
• You have excellent written & verbal communication skills, and provide a courteous & professional point of contact
• 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 calm, steady, unflappable demeanor
• 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 Principal’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 strong interpersonal skills, with an ability to communicate with a mix of different personalities
• You have a good history of job stability, strong references & are looking for a long-term career

Core Responsibilities Include (but not limited to): 

• Manage the Principal’s complex calendar spanning business, philanthropic, medical, and personal commitments, ensuring seamless coordination, and prioritizing the most time sensitive matters as scheduling conflicts & last minute requests arise
• Coordinate domestic and international travel for Principal, significant other & family (as needed), including commercial & private aviation logistics and detailed itineraries; ensure seamless travel experiences with contingency planning for last-minute changes or disruptions; maintain travel documentation, memberships, and preference profiles
• Act as a gatekeeper and liaison, providing a bridge for smooth communication between the Principal and internal/external contacts
• Monitor email by filtering, categorizing, ensure timely response especially to urgent matters, and responding accordingly when needed/directed
• Coordinate meetings & calls, including scheduling/logistics, and sending reminders; sit in on meetings on Principal’s behalf when needed (mainly virtual HOA meetings) 
• Build relationships with the Principal's core team/direct reports 
• Answer the phone, take accurate messages, and handle urgent calls with appropriate judgment 
• Provide friendly reminders of upcoming commitments & responsibilities as needed, following up appropriately
• Oversee financial reconciliation across multiple entities and trusts (personal bank accounts and credit cards); administer bill pay, ACH, wires, and capital call coordination
• Monitor trust deductions and distributions; maintain accurate financial rerecords in QuickBooks (training provided if needed)
• Review rental property and aviation-related financial statements; coordinate property tax payments & protests
• Administer charitable contributions and maintain documentation for tax reporting
• Liaise with property management firms for rental and residence in St. John; monitor operating expenses (At this time, the Estate Manager will be responsible for Dallas primary residence and Santa Fe residence)
• Oversee insurance portfolio including medical, homeowner’s, umbrella, business, auto, and fine art policies 
• Maintain detailed art inventory, coordinate acquisitions, renewals, and shipping logistics 
• Maintain household payroll, vendors, IT providers, and structured electronic and physical filing systems
• Maintain strict confidentiality across financial, legal, and personal documents
• Partner with Estate Manager for events at the Principal’s primary Dallas residence (coordinate all vendors, keep track of RSVP list, etc.) 
• Act as a “barometer”, having a sense for issues taking place in the office, keeping the Principal updated as needed
• Ensure communications from the Principal are timely, clear and responsive to ensure projects move forward 
• Prioritize needs, handle matters expeditiously and proactively, and follow through on projects/assignments to successful completion, some of which can be deadline sensitive 
• Prioritize inquiries & requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements
• Online research
• Maintain address/contacts lists in Outlook; liaise with personal & professional associates; manage Christmas card list/mailing
• Be proactive in recognizing when to send thank you notes, cards and gifts to clients, associates, family and friends; keep the Principal informed of employee anniversaries to schedule annual reviews; acknowledge employee birthdays (ie. cake/card)
• Office management (order supplies & beverages, stock kitchen, run/empty dishwasher, water plants, etc.)
• Partner with the Estate Manager on tasks as needed
• Other related duties as delegated by the Principal

Required Qualifications: 

• 5+ years experience in an Executive Assistant, Executive/Personal Assistant or similar professional role supporting busy senior executives or Principals
• MS Office 365 proficiency; Comfortable on PCs

Preferred/Bonus Qualifications:

• Family Office experience
• Experience supporting high-net-worth/ultra-high-net-worth or high-profile individuals 
• Background in accounting or finance 
• Bachelor's Degree
• QuickBooks & bookkeeping experience

Compensation/Benefits: 

• $125,000-$140,000 base salary + up to 10% discretionary individual performance based bonus
• Medical - 80% covered by employer (includes family/dependents)
• PTO (15 days) / Paid Holidays (7) + 1 Floating Holiday
• Maternity/Paternity Leave
• Monthly cell phone reimbursement ($100)
• Old Parkland Amenities: Gym/Fitness Center (basketball, pickleball and squash courts, pilates reformers), onsite cafeteria, Hilton Anatole discount, exclusive discounts through Dallas Concierge website

*Successful completion of background, credit, and reference checks required prior to employment.*

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. 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.