Executive Assistant - UHNW Family Office - Trademark Hire, LLC : Job Details

Our client, an ultra-high-net-worth Family Office in Dallas, TX, has engaged us to place a professional, personable, proactive, and highly organized individual with a keen eye for detail, in the role of Executive Assistant (EA). This role will report to the family office Chief of Staff, while also maintaining direct communication/access to the executives. The EA will provide general administrative support (& up 10 % personal) to both the President/COO and CIO, additional support to the Chief of Staff as needed, and assist with some office management responsibilities. This role requires a high level of trust and discretion at all times, as the EA will be exposed to sensitive & confidential information. The ideal candidate has a “Type-A work style, positive attitude, passion for excellence, dedicated work ethic, high personal standards of integrity, is efficient, composed, confident, with the ability to anticipate needs before they arise! This is a great, long-term opportunity (for the right fit!)

Hours: Onsite 9am-5pm. Additional flexibility/availability is needed to receive communications & provide support outside of normal business hours (including evenings/weekends), responding to urgent needs immediately, and prioritizing others accordingly. The EA will also assist the Chief of Staff a couple times a year for a morning event (starting around 7:30am).

Location: Dallas, TX (Park Cities area)

About YOU:

• You have strong organizational & project management skills, and a proactive approach to problem solving, reflecting the ability to perform & prioritize multiple concurrent tasks as the executives' priorities dictate
• 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 professional demeanor, and a high level of emotional intelligence & professionalism
• You have excellent written & verbal communication skills, and provide a courteous & professional point of contact
• You have strong time management skills & don't need to be micromanaged in order to execute
• You're forward thinking, intuitive, anticipate and try to always remain two steps ahead of your Principal's needs
• You have a “no task is too small” attitude, are humble, and a great team-player willing to jump in where needed to get things done
• 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 a “figure it out” mentality, and the confidence to ask questions when needed
• You're a smart self-starter, productive, highly organized, work well independently & as a team
• You're resourceful, show initiative, and have strong decision-making capability
• You have strong interpersonal skills, and are able communicate with a mix of different personalities, with ability to “read the room”
• You have a good history of job stability, strong references & are looking for a long-term career

Key Responsibilities Include (but not limited to):

• Manage the executives' active professional calendars and manage personal appointments
• Answer the phone, take accurate messages, and handle urgent calls with appropriate judgment
• Manage all domestic travel and all related accommodations as required; create detailed itineraries; Ensure seamless travel experiences with contingency planning for last-minute changes or disruptions; Maintain travel documentation, memberships, and preference profiles
• Manage emails (monitoring, cleaning out & responding on behalf of as requested, and ensuring timely response especially to urgent matters)
• Coordinate internal/external meetings; provide notes and supporting material to executives and relevant parties
• Work closely with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Provide administrative support to the Chief of Staff, and assist with delegated tasks and event coordination as needed
• Assist with office management needs
• Ensure communications from the executives are timely, clear and responsive to ensure projects move forward
• Prepare and submit expense reports monthly
• Prioritize needs, handle matters expeditiously and proactively, and follow through on projects/ assignments to successful completion, some of which can be deadline sensitive
• Attend business meetings, create agendas, take minutes/notes, and assign action/follow up items (if needed)
• Utilize modern productivity tools (calendar, email, travel apps, task management platforms) with fluency; Set up and maintain digital systems and workflows to increase efficiency; Manage and troubleshoot basic technology needs and serve as a liaison with tech support when necessary
• Manage confidential and sensitive matters with a high level of confidentiality and the utmost discretion
• Prioritize inquiries & requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements
• Maintain physical/electronic filing systems
• Online research
• Run personal errands as requested; Order/Pick up meals as requested
• Manage personal &professional contact database; Liaise with personal & professional associates
• Be proactive in recognizing when to send thank you notes, gifts etc. to clients, associates, family and friends
• Other related duties as delegated by the President/COO, CIO, and Chief of Staff

Experience/Education:

• Minimum 2+ years experience in an Executive Assistant or similar professional assistant role; Experience supporting high-net-worth/ultra-high-net-worth or high-profile individuals or families is a bonus
• Tech savvy; Advanced skills with technology tools (e.g., Google Workspace, Microsoft Office, travel and calendar platforms)
• Bachelor's Degree preferred

Compensation/Benefits:

• Base Salary: $80-$100k (DOE) + 10% discretionary individual performance based bonus
• M/D/V & HSA funding - Employer covers 100% for M/D for employee
• 401(k) w/ employer match up to 6%
• PTO (15) / Paid Holidays (12) / Remote work between Christmas & New Year's
• Maternity/Paternity Leave
• Life Insurance & Long-term Disability

*Successful completion of reference & background checks are required prior to employment*

Note: 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 and next steps. Those not selected will have their resume kept on file for consideration of other opportunities.

TMH, LLC & our Clients provide equal opportunity employment, and don't discriminate with recruitment of candidates or employment on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law.