Client Operations & Executive Administrator

XM Performance; Grapevine (TX); On-site; USD 37,000 - 55,000; Full time

Benefits offered by this job

PTO after 60 days

Health benefits after 60 days

In-person work in Grapevine, TX

Job summary

XM Performance is seeking an Administrative Business Xcelerator to support two consultants in a fast-paced, growth-oriented environment in Grapevine, TX. You will handle calendars, emails, travel, CRM pipeline tasks, contract prep, and production of client-facing materials.

The role blends administrative excellence with HR and operations support, including occasional nonprofit admin tasks. It requires 2–15 years of relevant experience and comfort with diverse tech tools.

Qualifications

• 2–15 years experience in client success or admin role.
• Proficient with Microsoft Office, Slack, CRM and Asana.
• Able to manage calendars, emails, travel and basic HR tasks.

Responsibilities

• Calendar, email, travel management.
• Pipeline management in CRM.
• Contract drafting and sales prep.
• Create delivery decks and printed workbooks.
• Support speaking engagements (coordination, setup).
• Handle client-related project communications and events.
• Assist with HR/compliance and office management as needed.

Skills

Strong organizational skills

Attention to detail

Client-success mindset

Adaptability

Education

2–15 years experience in client success or administrative roles

Tools

Microsoft Office

Slack

CRM

Asana

Job description

Our fast-growing and ever-evolving boutique consulting, training, and coaching firm is looking for its next administratively gifted, go-getter teammate. This is a full-time, in-person, Grapevine, TX-based, Monday-Friday (7:30 am to 4:30 pm) hourly to-start position. Some travel may be required. Our work is fun, fast-paced, and results-oriented; all about radical transformation in the SMB space. We're looking for someone with a wide range of skill sets who will make us better as a whole. It is okay if you don't check all the boxes; ultimately, we seek a teammate with a humble, hungry, and smart spirit.

About XM Performance:

Our aspirational vision is to help make small/medium-size businesses the best places to work in America. We serve business owners and leadership teams ranging from $10-$800 million in revenue through our consulting, coaching, and training services. Our founder's personal WHY is to inspire people to live radically transformed, exceptionally fulfilling lives of significance.

More about the role:

In our business, an admin is never "just an admin". We specifically coined the term Administrative Business Xcelerator to cover the broad duties and impact of this role. Two of our consultants are buried with work, and they need more time to engage prospects and provide Xcellent customer delivery. 70% of your role will revolve around supporting them administratively with accuracy, grace when unexpected variables arise, and intuition to be two steps ahead of them.

Executive Administrator for our consultants:

• Calendar, email, travel management
• Pipeline management in CRM
• Contract drafting, sales meeting prep and attendance
• Delivery content slide deck and printed workbook creation and production
• Speaking engagement support (set-up, coordination, etc.)
• Special projects as needed

Client Engagement and Operations Specialist:

• Client-related project management and correspondence
• Event support (catering, set-up, room scheduling, etc.)

We are evolving fast as a team, so the rest of your role is a flexible target. Ideally, 30% of your role is going to be focused around keeping our books and managing HR compliance. Potentially, office management duties may be part of your responsibilities. Our non-profit could use some serious admin love too.

Finance/HR Administration (using QuickBooks Online):

• Running weekly cash flow reports
• Categorizing expenses
• Invoicing and paying vendors
• Running payroll for 6-10 employees
• Minimal tax reporting
• Benefits administration

More about You

You're an experienced (2-15 years) client success specialist or administrator/receptionist who has a proven track record of going above and beyond in all you do. You are comfortable with different tech (Microsoft, Slack, CRM, Asana) and different personalities, as we work with both blue-collar and high-profile clients. You're flexible and can prioritize based on competing to-dos. You have a thirst to gain valuable business insights, love connecting dots, and provide new ideas to streamline workflows. Precision greatly matters in this role, so when you apply, mark your cover letter with the words "Xtra Mile" in blue to stand out. Cover letter submission requests will be emailed after your application has been processed.

What XM offers?

A fun, dynamic, and team-centric work environment, with PTO and comprehensive health benefits (major medical or medical sharing plan, dental, vision, life insurance) after 60 days of hire. Pay is between $27 and $40/ hour based on experience. Just a reminder: This is a full-time, in-person, Grapevine, TX-based, Monday-Friday (7:30 am to 4:30 pm) hourly to-start position with sporadic travel opportunities. This role could quickly evolve into a salaried position.

Our hiring process is quite extensive; there will be a series of tests, interviews, and correspondence. We understand finding a new role is high-pressure and time-consuming, but our thoroughness reflects how important this role is to us.

We can't wait to find you and collaborate with you!