Executive Assistant

Exceptional Dental; Dallas (TX); On-site; USD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to join their dynamic team in Dallas. This full-time role offers the chance to work closely with senior executives, providing vital administrative support in a fast-paced environment. You will be responsible for managing complex calendars, organizing travel, and facilitating effective communication across teams. The ideal candidate will possess exceptional organizational skills, a proactive approach to problem-solving, and a strong ability to build relationships. Join a company that values integrity, creativity, and collaboration, and make a meaningful impact in the world of commercial real estate investment banking.

Qualifications

• 3+ years of experience supporting senior-level executives in a corporate environment.
• Strong organizational and communication skills required.

Responsibilities

• Provide administrative support to senior executives, managing complex calendars and travel.
• Coordinate meetings and events, ensuring efficient scheduling and communication.

Skills

Organizational Skills

Interpersonal Skills

Written Communication

Verbal Communication

Problem-Solving

Decision-Making

Customer Service

Time Management

Education

Bachelor's Degree

Tools

MS Office

Microsoft TEAMS

Zoom

Concur

Job description

Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the world’s most impactful transactions in the capital markets.

At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

This position is a full-time, in-person, role in our Dallas, TX office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple senior level executives. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

• Provide administrative support to Managing Director(s) and deal team with complex needs, including a high volume of travel, itineraries and agendas and an extremely complex calendar of meetings.
• Work closely with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer”, having a sense for the issues taking place in the environment and keeping the executives updated as needed.
• Plan, coordinate and ensure meetings are scheduled, rescheduled, or prioritized based on business needs.
• Provide a “Gateway” role, communicating with the broader team constantly to increase efficiency. Establish and implement team scheduling best practices for Managing Director(s) and deal team by leveraging ES software and applications.
• Complete a broad variety of administrative tasks in addition to managing time and travel, including completing expense reports, composing and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment where group co-heads are leads, in accordance with gift and entertainment policies and procedures.
• Lead the planning and execution process for small local events led by Managing Director(s) and deal team (closing dinners, small happy hours, golf outings, etc.).
• Complete personal requests as needed (personal travel, errands, etc.).
• Successfully complete all aspects of deliverables with a proactive, hands-on, solutions-oriented approach.
• Provide occasional back-up support to other Executive Assistants, including supporting the transaction process.
• Collaborate with business operations teams across multiple offices.

Deal Administration

• Provide executive deal administrative support as needed to Managing Director(s) and deal team.
• Support Managing Director(s) and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed.
• Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event-related items such as promotional materials, wine distribution, etc.

Education and Qualifications

• Bachelor’s Degree, preferred.
• 3+ years of experience in a corporate environment working with senior-level executives.

Experience, Skills and Competencies Required

• Very strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships across the broader team and the firm.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Experience coordinating complex calendars & managing expenses for multiple team members.
• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
• Apple device required for remote connectivity.
• Concur expense management and travel booking experience a plus.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.