Executive Assistant

First-Rate-Inc; Arlington (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

HSA contributions

401(k) match

Profit sharing

Parental leave

Paid time off

Life insurance

Disability insurance

Company retreats

Job summary

First Rate is seeking an Executive Assistant to enable senior leaders to focus on priority initiatives. You will manage complex calendars and travel, coordinate meetings and events, prepare communications and reports, and handle confidential information with discretion in a fast-paced environment.

You bring 5+ years of admin experience, strong MS Office skills, superb organization, and the ability to multitask across stakeholders.

Qualifications

• 5+ years of administrative or executive assistant experience, preferably supporting senior leadership.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint).
• Experience in corporate environments and managing multi-stakeholder coordination.
• Prior experience with expense management, travel planning, and calendar coordination.
• Excellent verbal and written communication skills
• Strong attention to detail and accuracy in managing calendars, documents, and reports.
• Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
• Ability to multi-task in a fast-paced environment.
• Strong problem-solving skills and proactive mindset.
• Event or meeting planning experience is a plus (retreats, client events, cross-departmental meetings).
• Experience coordinating travel and entertainment for executives or clients.

Responsibilities

• Provide high-level administrative and clerical support to the Manager.
• Make travel arrangements: visa, airfare, transportation, hotel, meals and entertainment with clients and others.
• Maintain Manager’s calendar.
• Process Manager’s expense reports.
• Reconcile Manager’s personal credit card statements with expenses submitted.
• Prepare and organize internal and external communications, including emails, reports, presentations, and other correspondence.
• Serve as the primary point of contact between executives and internal/external stakeholders.
• Answer phones and relay messages.
• Archive correspondence in approved software and other locations as requested.
• Document processes
• Coordinate logistics for meetings (invites, room and equipment reservations, refreshments), including preparing agendas, taking minutes, and following up on action items.
• Plan retreats both local and out of state.
• Plan meetings both on-site and off-site.
• Coordinate client (and others) visits to Arlington site (travel, lodging, meals, meetings, entertainment)
• Coordinate gifts for clients and department team members

Skills

Microsoft Office proficiency

Calendar management

Travel planning

Expense management

Communication skills

Education

5+ years administrative/EA experience

Tools

Outlook

Word

Excel

PowerPoint

Job description

Description

ABOUT FIRST RATE

At First Rate, we help financial institutions transform complexity into confidence through innovative WealthTech solutions, services, and data insights. Founded in 1991 and headquartered in Arlington, Texas, First Rate serves clients around the world while remaining privately held, entrepreneurially driven, and focused on building long-term relationships.

Our culture is guided by four core values: Love, Give, Serve, and Enjoy. These values shape how we support one another, serve our clients, and invest in our communities. We believe meaningful work and meaningful lives go hand in hand, creating an environment where co-workers can grow professionally, make an impact, and enjoy the journey.

To retain profitable and referenceable clients through the delivery of cohesive team-based customer service experience and audited performance reporting data to Service Bureau clients that is defined by quality, accuracy and timeliness.

ABOUT THE ROLE

As an Executive Assistant, you’ll help senior leaders make the most of their time and stay focused on key business priorities. You’ll manage complex calendars and travel, coordinate meetings and events, prepare communications and reports, process expenses, and serve as a trusted point of contact for internal and external stakeholders. We’re looking for a proactive, highly organized professional who communicates clearly, handles confidential information with discretion, and thrives in a fast-paced environment with changing priorities

TACTICAL WORK:

1. Provide high-level administrative and clerical support to the Manager.
2. Make travel arrangements: visa, airfare, transportation, hotel, meals and entertainment with clients and others.
3. Maintain Manager’s calendar.
4. Process Manager’s expense reports.
5. Reconcile Manager’s personal credit card statements with expenses submitted.
6. Prepare and organize internal and external communications, including emails, reports, presentations, and other correspondence.
7. Serve as the primary point of contact between executives and internal/external stakeholders.
8. Answer phones and relay messages.
9. Archive correspondence in approved software and other locations as requested.
10. Document processes
11. Coordinate logistics for meetings (invites, room and equipment reservations, refreshments), including preparing agendas, taking minutes, and following up on action items.
12. Plan retreats both local and out of state.
13. Plan meetings both on-site and off-site.
14. Coordinate client (and others) visits to Arlington site (travel, lodging, meals, meetings, entertainment)
15. Coordinate gifts for clients and department team members

BENEFITS & PERKS*

We believe in investing in our co-workers by providing benefits that support health, financial well-being, personal growth, and life outside of work.

Highlights include:

• Medical, dental, and vision coverage available from your date of hire
• Company-funded Health Savings Account (HSA) contributions
• Industry-leading 401(k) match
• Profit sharing opportunities
• Paid parental leave
• Choice Paid Time Off (PTO)
• Company-paid life and disability insurance
• Unique employee perks including charitable giving, retreats, and long-service sabbaticals

*Benefits and eligibility are subject to applicable plan documents and company policies

Requirements

Qualifications:

• 5+ years of administrative or executive assistant experience, preferably supporting senior leadership.
• Advanced level proficiency in Microsoft Suites (Outlook, Word, Excel and PowerPoint).
• Experience in corporate environments and managing multi-stakeholder coordination.
• Prior experience with expense management, travel planning, and calendar coordination.
• Excellent verbal and written communication skills
• Strong attention to detail and accuracy in managing calendars, documents, and reports.
• Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
• Ability to multi-task in a fast-paced environment.
• Strong problem-solving skills and proactive mindset.
• Event or meeting planning experience is a plus (retreats, client events, cross-departmental meetings).
• Experience coordinating travel and entertainment for executives or clients.