Executive Assistant Job at Colvin Resources Group in Dallas

Executive Assistant to Managing Partners

Experienced Executive & Personal Assistant who will work directly for two of the firm’s founding Partners and their immediate family. The ideal candidate will be a multi-tasker who is able to manage a quickly changing executive calendar, effectively provide support in a fast-paced environment and anticipate next steps. This individual should be a self-starter, be able to manage multiple assignments simultaneously, and possess a strong work ethic with a high level of confidentiality. The Executive Assistant will be responsible for maintaining a busy calendar (both personal and business), manage contacts, personal files, coordinate travel arrangements, process expenses and handle various special projects.

Salary/bonus based on experience, health benefits paid for by employer 100%, carried interest percentage, 6% 401K match, cell phone reimbursement, free parking, complimentary gym located onsite, 15 vacation days for the first two years of employment (20 days after two years) and 11 holidays. WFH on Fridays from Memorial Day to Labor Day and WFH for two weeks in December. This role will be in the office 5 days a week located in Uptown.

Responsibilities

1. Maintain quickly changing calendar, proactively resolve conflicts before and as they arise, and ensure meetings are set in an efficient manner
2. Manage all logistics of travel (personal and business) including passport renewals and private airline accommodations, assist with dining reservations, personal activities, and coordinate with internal and external individuals such as other Partners or family members.
3. Function as a gatekeeper by professionally screening all callers and identifying priority individuals.
4. Daily review of Managing Partner’s emails, flagging high priority items and maintaining a list of follow-ups to be reviewed with the Managing Partner on a weekly basis.
5. Complete complex expense reports and reconcile credit card statements.
6. Ensure Managing Partner is organized and prepared for all calls and meetings (print related meeting materials, research and supply background information as needed, conference room set up, etc.).
7. Maintain hard copy and digital files (both personal and business).
8. Coordinate and manage medical appointments, complete medical forms as needed and maintain personal medical records.
9. Work closely with Managing Partner’s home office manager for all personal financial matters. Provide backup receipts for personal credit card charges, supply K-1s, coordinate completion of quarterly compliance reporting.
10. Communicate with property manager(s) of vacation residences regarding the family’s arrival, ground transportation logistics, and grocery needs.
11. Support members of the Investment and Operations teams with general and administrative duties from time to time including setting internal and external meetings, preparing expense reports, updating presentations/documents, etc.
12. Maintain office common areas; restock kitchen snacks and drinks, load/unload dishwasher, maintain kitchen supplies, tidy and refresh conference rooms after use, trouble-shoot various A/V equipment, and provide general office upkeep assistance to Office Manager.

Qualifications and Requirements

1. Bachelor’s degree preferred, but not required.
2. 10+ years of Senior/C-Level Executive Assistant experience required.
3. Ability to work onsite (this is not a remote position) between the hours of 8:30am to 5:30pm and be available to assist with emergency travel changes or other technical issues outside of normal hours as needed.
4. Highly organized, reliable, flexible, and diplomatic.
5. Strong attention to detail, follow-up, and excellent organizational skills.
6. Ability to treat sensitive and confidential information with appropriate discretion.
7. Able to manage stress and demanding situations with limited direction. Must be able to anticipate next steps and execute with professionalism and confidence.
8. High energy, positive, “can-do” attitude, meticulous with a high degree of initiative.
9. Excellent written, interpersonal and communication skills and the ability to effectively communicate with individuals at all levels including immediate family and high-profile investors
10. Intermediate to advanced capabilities in all the following: Microsoft Word, Excel, Outlook, PowerPoint, Adobe Acrobat. Familiarity with DealCloud is a plus, but not required.