Executive Administrative Assistant

Spectrum Search Group; Dallas (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Spectrum Search Group seeks an Executive Administrative Assistant to support company leadership and oversee day-to-day administrative operations. This hands-on role lives in a small family-owned business, demanding discretion and ownership across a wide range of responsibilities.

The position blends executive support, office management, personal assistant duties, event planning, and coordination across properties and teams.

Qualifications

• Experience supporting executives or family offices.
• Strong organizational skills.
• Discretion and confidentiality.

Responsibilities

• Provide direct administrative and personal support to company leadership and family members.
• Manage calendars, appointments, meetings, and travel arrangements.
• Coordinate personal and business-related errands, purchases, and special requests.
• Handle confidential information with professionalism and discretion.
• Assist with gift purchasing, event planning, and other family-related administrative needs.
• Act as the primary administrative point of contact for the office and coordinate with vendors.

Skills

Calendar management

Travel arrangements

Executive support

Vendor management

Discretion

Records management

Tools

Microsoft Office

Job description

We are seeking a highly organized, proactive, and trustworthy Executive Administrative Assistant to support company leadership and help oversee day-to-day administrative operations. This is a hands-on role within a small family-owned business that requires exceptional attention to detail, discretion, and a willingness to take ownership of a wide variety of responsibilities. The ideal candidate thrives in a dynamic environment, enjoys wearing multiple hats, and can effectively balance executive support, office management, special projects, and personal assistant duties.

Key Responsibilities:

Executive & Personal Support

• Provide direct administrative and personal support to company leadership and family members.
• Manage calendars, appointments, meetings, and travel arrangements.
• Coordinate personal and business-related errands, purchases, and special requests.
• Handle confidential information with professionalism and discretion.
• Assist with gift purchasing, event planning, and other family-related administrative needs.

Office Administration

• Serve as the primary administrative point of contact for the office.
• Manage office supplies, vendor relationships, and general office operations.
• Coordinate building maintenance requests and service appointments.
• Organize and maintain physical and electronic records.
• Assist with correspondence, document preparation, and filing.

Property & Employee Coordination

• Act as a liaison between ownership and employees across various properties and apartment communities.
• Assist with communication, scheduling, and coordination related to company-owned properties.
• Support employees with administrative requests and operational needs.
• Help ensure smooth communication between leadership, property personnel, and external vendors.

Meeting & Travel Coordination

• Schedule and organize internal meetings.
• Coordinate conference rooms, meeting materials, and logistics.
• Arrange catering and company lunches as needed.
• Assist leadership and employees with travel planning, hotel reservations, and itineraries.

Event Planning & Special Projects

• Plan and coordinate company events, including holiday parties and employee appreciation activities.
• Organize employee gifts, recognition programs, and special occasions.
• Support special projects and initiatives as assigned by leadership.
• Assist with procurement of personal and business-related items.
• Assist with accounts payable and invoice processing.
• Maintain expense reports and records.
• Support bookkeeping and other administrative accounting functions.
• Coordinate with external accounting and financial partners as needed