Administrative Personal Assistant

Endeavor Real Estate Group; Austin (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

Endeavor Real Estate Group in Austin, TX is seeking an experienced Executive Assistant to manage calendars, emails, travel, and complex scheduling for executives. You will coordinate meetings, prepare materials, and liaise with clients, vendors, and internal teams to ensure timely delivery of priorities.

The role requires strong organizational and communication skills, three years of high-level administrative experience, and familiarity with the Texas Notary Public process.

Qualifications

• Work experience as an Executive Assistant, Personal Assistant, or similar role.
• Commercial Real Estate experience is beneficial or a desire to learn commercial real estate.

Responsibilities

• Manage executives’ calendars, email correspondence, appointments, and daily priorities.
• Coordinate business and personal travel, including flights, accommodations, ground transportation, reservations, and detailed itineraries.
• Oversee logistics for meetings, events, and special functions, including conference-room reservations, catering, registrations, document preparation, and follow-up.
• Liaise with property managers and service professionals regarding residences and properties.
• Prepare year-end financial statements and coordinate deadlines with accountants.
• Assist with personal financial organization, expense tracking, and recordkeeping for personal properties and household expenses.
• Provide backup administrative support to reception and other admins.
• Maintain detailed task lists and follow-up systems for business and personal matters.

Skills

Executive support

Time management

Organizational skills

Communication

Multitasking

Education

Texas Notary Public Commission

Tools

MS Office

Job description

• Manage executives’ calendars, email correspondence, appointments, and daily priorities.


• Ability to manage competing priorities, exercise sound judgment, and meet deadlines with minimal supervision.


• Coordinate business and personal travel, including flights, accommodations, ground transportation, reservations, and detailed itineraries.


• Oversee logistics for meetings, events, and special functions, including conference-room reservations, catering, registrations, document preparation, and follow-up.


• Proactively anticipate executives’ business and personal needs and prepare necessary materials, information, and logistics in advance.


• Serve as a primary point of contact between executives and internal teams, clients, investors, professional advisors, vendors, and external partners.


• Process subscription agreements, capital-call requests, distributions, DocuSign transactions, charitable contributions, and related documentation.


• Prepare year-end personal financial statements and coordinate documentation and deadlines with accountant.


• Manage personal bills and recurring payments, including reviewing invoices, and obtaining approvals.


• Assist with personal financial organization, expense tracking, credit-card and bank-record organization, reimbursements, and recordkeeping for personal properties and household expenses.


• Organize personal and household files, including insurance documents, property records, vehicle records, and other important documentation in OneDrive.


• Research and coordinate personal appointments, reservations, purchases, deliveries, household services, repairs, and other day-to-day needs.


• Liaise with property managers for rental properties and other service professionals regarding personal residences and properties.


• Assist with personal correspondence, charitable activities, gifts, special occasions and other personal requests.


• Provide backup administrative support to reception and other admins, including answering and directing telephone calls, greeting visitors, and sorting and distributing mail and deliveries.


• Maintain detailed task lists and follow-up systems to ensure that both business and personal matters are handled accurately and on time.


• Perform other administrative duties, personal tasks, and ad hoc requests as assigned.

EXPERIENCE:

• Work experience as an Executive Assistant, Personal Assistant, or similar role


• Commercial Real Estate Experience is beneficial or desire to learn commercial real estate


• 3 Years of high-level administrative experience in fast paced environment


• Experience with Microsoft Office Suite


• Current Texas Notary Public commission or willingness to obtain one.


• Strong organizational, time management, multitasking skills and ability to meet deadlines


• Proactive, self-motivated, high flexibility, adaptability and multi-task oriented with the drive to complete tasks with a high standard of excellence


• Excellent written and verbal communication and interpersonal skills.