Executive Assistant
Location: Uptown (Dallas, TX)
The administrative/executive assistant will support three managing partners of an oil & gas private equity firm, with the primary focus on scheduling and travel coordination. Personal support needs are minimal for this role at this stage. Duties include scheduling, travel logistics, communications, research, and vendor coordination as needed. The ideal candidate is highly organized, detail-oriented, and eager to grow within a fast-paced, entrepreneurial environment.
Job Requirements
- Maintaining a high degree of confidentiality and handling private information with utmost discretion. Will be required to sign a non-disclosure agreement.
- Ability to earn trust and establish/nurture relationships with contacts, including fellow employees and other executives and leaders.
- Supports Managing Partners in core administrative functions, primarily calendar and travel management.
- Assists with CRM and communications support (business development contacts, fundraising leads, investors, etc.) as capacity allows.
- Supports logistical arrangements for meetings and travel, primarily work-related.
- Manages partners' calendars with absolute accuracy; assists with planning meetings, luncheons, etc.
- Impeccable follow-up, including thank-you notes after partners' business appointments.
- Assists with writing and editing of letters and other correspondence/projects as needed.
- Assists in proofing materials; prepares letters and reports, data management and filing as needed.
- Collaborative, with the ability to build good relationships across a corporate office environment.
- Role is a combination of home and office environment. No remote work.
- Manages Managing Partners' expense tracking and reimbursements in a timely manner.
Expectations & Responsibilities- Personal support is minimal for this role currently; occasional light personal tasks may arise as needed.
- Ability to anticipate Managing Partners' needs and take initiative.
- Familiar with making detailed travel arrangements, with a desire to tailor travel needs to each individual's preferences.
- Schedule is primarily weekday daytime, with occasional after-hours or weekend work based on travel and business needs.
- Role should be flexible to help wherever needed, with scheduling and travel as the primary focus for now — scope expected to grow over time.
- Tech savvy, strong computer skills, elevated proficiency with iPhones and Microsoft Outlook/Office.
Minimum Qualifications and Experience- Absolute confidentiality, discretion, trust, and honesty beyond reproach are a must.
- Superb verbal, written, and interpersonal skills.
- Exemplary attention to detail, even while managing multiple tasks at once.
- Strong initiative, anticipation, and innovative thinking.
- Excellent time management skills and a sense of urgency, especially around deadlines.
- A track record of successfully providing administrative support, ideally to more than one person.
- Overall polish and professional presentation required.
Education
College graduates are strongly preferred.
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