Executive Assistant

A private Principal with a residence and investment office in Dallas, as well as a working ranch, is seeking a highly organized and service-oriented Executive Assistant to provide day-to-day administrative and logistical support across personal, business, and estate-related matters. This is a hands-on role well suited for a detail-oriented professional who enjoys creating organization, managing competing priorities, and ensuring day-to-day needs are handled efficiently and thoughtfully.

The Executive Assistant will be responsible for managing calendars and scheduling, coordinating travel and appointments, organizing information and correspondence, tracking follow-ups, and supporting a variety of administrative needs across the Principal’s activities. The role will also help coordinate logistics between Dallas and the ranch, working closely with the Chief of Staff, household and ranch staff, advisors, vendors, and other stakeholders to ensure information is communicated and details are addressed.

Success in this role requires strong organizational skills, attention to detail, discretion, responsiveness, and a willingness to take ownership of tasks from start to finish. The ideal candidate is proactive and resourceful, with a strong service mindset and a “no task is too small” approach. They are comfortable working in a dynamic environment, can adjust quickly as priorities change, and take pride in providing reliable, high-quality administrative support.

Key Responsibilities

Direct Support of the Principal

• Manage the Principal’s personal and professional calendar, including scheduling, meeting coordination, appointments, reminders, and changes as priorities evolve
• Support day-to-day communications and correspondence, ensuring requests and follow-ups are organized and addressed in a timely manner
• Coordinate closely with the Chief of Staff to ensure the Principal’s priorities, schedule, and administrative needs are well supported
• Serve as a reliable point of contact for routine personal and administrative matters, coordinating with team members, household and ranch staff, advisors, vendors, and other contacts
• Manage invitations, reservations, appointments, and other commitments, ensuring the Principal has the information and materials needed in advance
• Track administrative follow-ups, open items, and deadlines and ensure tasks continue moving through completion
• Prepare and organize meeting materials, itineraries, contact information, documents, and other information as needed
• Coordinate with personal contacts including accountants, advisors, healthcare providers, household staff, and service providers
• Assist with personal purchases, gifting, returns, errands, reservations, and other day-to-day requests
• Handle ad hoc administrative and personal requests with flexibility and a “no task is too small” mindset
• Maintain strict confidentiality regarding the Principal, family members, guests, activities, and properties

Administrative Coordination & Organization

• Maintain organized systems for contacts, documents, preferences, records, and other important information
• Manage expense documentation, receipts, reimbursements, and routine non-corporate invoices in coordination with the appropriate team members
• Maintain accurate contact information and other relevant data across the Principal’s systems
• Coordinate mail, packages, deliveries, documents, and other administrative logistics as needed
• Assist with scheduling and coordination across the investment office, residences, and ranch
• Maintain checklists, trackers, calendars, and other tools to support consistent follow-through
• Utilize technology and productivity tools to improve organization, communication, and administrative efficiency
• Support special projects and one-time requests as directed by the Principal or Chief of Staff

Travel & Lifestyle Support

• Coordinate domestic and international personal travel, including commercial and private aviation, lodging, ground transportation, reservations, itineraries, and travel documentation
• Prepare detailed itineraries and ensure relevant parties have accurate and timely travel information
• Coordinate appointments and other personal scheduling needs, including healthcare appointments and related administrative follow-up
• Assist with dining reservations, events, entertainment, gifting, and other lifestyle-related logistics
• Coordinate with household and ranch teams regarding arrivals, departures, guests, and other Principal-related logistics
• Accompany the Principal on select trips as needed to provide administrative and logistical support

Skills

• Exceptional organization and attention to detail, with the ability to manage multiple priorities and follow through consistently
• Strong administrative skills and a genuine interest in providing high-quality support
• Proactive and dependable, with the ability to anticipate routine needs and address details before they become issues
• Professional, concise, and thoughtful written and verbal communication skills
• Sound judgment and discretion, including the ability to recognize when a matter should be escalated
• Resourceful and solutions-oriented when handling day-to-day administrative and logistical challenges
• Comfortable handling a wide variety of responsibilities, from calendar management and travel coordination to errands and personal requests
• Strong service orientation and willingness to pitch in wherever needed
• Able to remain organized and responsive as schedules and priorities change
• High degree of confidentiality, integrity, discretion, and professionalism
• Thoughtful and observant, with the ability to learn and remember the Principal’s preferences
• Comfortable coordinating with a wide range of individuals, including investment office professionals, household and ranch staff, advisors, vendors, and personal contacts
• Flexible and adaptable, recognizing that no two days will be the same
• Strong proficiency in Microsoft Office Suite and other productivity tools, with the ability to quickly learn new systems
• Prior experience supporting a senior executive, Principal, entrepreneur, or private family is preferred

Education and Experience

• Bachelor’s degree required
• 5 years of professional experience at the executive or personal assistant level in a corporate setting
• Previous financial services or UHNW experience preferred
• Successfully complete an in-depth background investigation, including a cyber and social media risk evaluation
• Must be based and have experience in Dallas, TX

Job Type: Fulltime, onsite in Dallas, TX

Compensation: Annual base salary of $64,000, with eligibility for a discretionary bonus