Office Manager & Executive Assistant

Office Manager & Executive Assistant

Location: Houston, TX (Galleria) | On-Site | Employment Type: Full-Time

Position Overview

We are a wealth management firm located in the Houston Galleria seeking an Office Manager & Executive Assistant who will play a central role in the daily operations and long-term success of the firm. This position is responsible for ensuring a well-organized office environment, supporting executive leadership, coordinating client and team events, assisting with marketing initiatives, and maintaining compliance processes. This is a highly dynamic role requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities with professionalism and discretion.

Office Operations & Administration

• Oversee day-to-day office operations including supplies, vendors, and facilities

• Maintain a clean, organized, and fully stocked office environment

• Serve as the primary point of contact for building management and service providers

• Manage incoming calls, mail, and general office communication

• Coordinate weekly meetings, agendas, and internal updates

• Track employee schedules and support payroll processes

• Monitor vendor relationships, invoices, and subscriptions

Executive Support

• Manage executive calendar, email organization, and scheduling priorities

• Coordinate travel arrangements, meetings, and reminders

• Assist with research, CRM updates, and follow-up items

• Prepare for weekly planning meetings and ensure alignment of priorities

• Track continuing education requirements

• Protect executive time and optimize workflow

Event Planning & Coordination

• Plan and execute client and team events throughout the year

• Coordinate venues, catering, invitations, and RSVP tracking

• Manage event timelines and communications

• Organize team offsites and appreciation events

• Oversee client gifting programs and special initiatives

Marketing & Client Communications

• Assist with blogs, newsletters, and email campaigns

• Coordinate social media and website updates

• Support video production and distribution

• Track and report marketing analytics

• Help draft and edit client communications

• Maintain marketing records for compliance

Compliance Support

• Assist in maintaining firm compliance with regulatory requirements

• Support annual reviews and documentation updates

• Monitor communication channels for compliance adherence

• Maintain logs for website updates, gifts, and filings

• Coordinate with compliance consultants

Qualifications & Skills

• Bachelor’s degree preferred

• 3–5 years of administrative, executive assistant, or office management experience (wealth management preferred)

• Easily picks up new technologies and systems

• Strong problem-solving skills with ability to proactively identify needs and solutions while working with deadlines and prioritizing under pressure

• Highly organized, detail-oriented multitasker who thrives in a fast-paced environment

• Excellent verbal and written communication skills in a professional context

• Strong attention to detail and consistent follow-through

Comprehensive Benefits

• Medical, dental, and vision coverage (available to employees and their families)

• Health Savings Account (HSA) and Flexible Spending Account (FSA) for medical, dependent, and transit expenses

• 401(k) with employer match

• Life and AD&D; insurance — employer-paid and voluntary options

• Paid time off (PTO) starting at 12 days annually (increasing with years of service), plus 8 federal holidays

Position Impact

This role is integral to creating a seamless client experience, maintaining operational efficiency, and supporting the firm’s growth. The ideal candidate is proactive, adaptable, and thrives in a fast-paced, team-oriented environment.