Executive Administrative Assistant

Executive Assistant / Office Manager — Private Executive Office

Dallas, TX | Full-Time | $70K - $85K (DOE)

Overview

Our client, a highly private executive office in Dallas, is seeking a polished and proactive Executive Assistant/Office Manager to support daily office operations and provide selective executive support to the principal and senior leadership team. This is a restructured, streamlined EA/OM hybrid role that blends thoughtful service, organizational excellence, and administrative coordination in a discreet, relationship-driven environment.

This is not a corporate EA role. The ideal candidate comes from a private family office, boutique financial services firm, or a similar high-touch, confidential setting where flexibility, anticipation, and team-first collaboration are essential.

Key Responsibilities

Executive Support

• Provide high-level service when the principal is onsite, ensuring needs are anticipated and handled promptly (calendar adjustments, meeting preparation, hospitality, etc.).
• Prepare morning setup, including coffee and light breakfast, and support day-of requests with polish and professionalism.
• Manage and adjust the principal’s calendar and coordinate closely with the internal chief-of-staff.
• Assist with travel coordination, including flight scheduling, itinerary logistics, and communication with internal stakeholders.
• Maintain strict confidentiality and discretion at all times.

Administrative Support to Senior Leadership

• Support two key senior leaders with filing, organizing, document handling, and light Excel work.
• Assist with basic accounts payable tasks (invoice processing, approvals, reconciliations, data entry).
• Streamline workflows and manage task flow to ensure efficient operations.
• Provide support for event planning, internal meetings, and special projects.
• Uphold NDA-protected communication and sensitive information handling.

Office Management

• Maintain office supplies, kitchen inventory, and general orderliness of the workspace.
• Coordinate with building management, maintenance vendors, and service providers.
• Manage mail, packages, deliveries, and shipping needs.
• Ensure the office remains polished, guest-ready, and functioning smoothly at all times.

Key Requirements

Experience & Technical Skills

• 3–5 years of experience in an EA or Office Manager.
• Strong calendar management skills.
• Experience with accounts payable or light bookkeeping (QuickBooks a plus).
• Exposure to private or executive travel coordination preferred but not required.
• Proficiency in Microsoft Office Suite.

Behavioral Competencies

• Team-first mindset — collaborative, communicative, and trustworthy.
• Proactive and alert — anticipates needs before they arise and stays aware of office activity and executive priorities.
• Flexible and polished — adjusts smoothly to shifting schedules and expectations while maintaining professionalism.
• Highly discreet — handles confidential information with integrity.
• Fast learner with minimal need for repeated instruction.

Schedule Expectations

• Standard hours are 9:00 AM – 5:00 PM, with the ability to adjust when early meetings are scheduled.
• This is not a 24/7 role; after-hours expectations are minimal and aligned to business needs only.

Benefits

• Comprehensive benefits package provided by the client.

Ideal Candidate Profile

A successful candidate thrives in a private, high-touch environment where anticipation, service, and discretion are paramount. They enjoy supporting both an executive and a close-knit internal team, take pride in maintaining an orderly office, and bring a calm, polished presence to fast-moving days.