Executive Assistant

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. 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.

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

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