Executive Assistant

MHW Search; Dallas (TX); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading recruitment firm in Dallas is seeking an Executive Assistant to provide comprehensive support for executives. The role involves managing calendars, coordinating travel, and maintaining office operations. Ideal candidates should be highly organized, with strong communication skills and a minimum of 3 years of experience. Proficiency in Microsoft Office and QuickBooks is essential. This is a full-time position with competitive compensation.

Qualifications

• Minimum of 3+ years of relevant experience required.
• Highly organized, thorough, and detail-oriented.
• Ability to multi-task and adapt to shifting demands.

Responsibilities

• Provide direct support to partners on business and personal matters.
• Manage calendars, schedule meetings, and handle reservations.
• Oversee office operations to ensure a smooth environment.

Skills

Organizational skills

Communication skills

Self-starter

Proficient in Microsoft Office

Bookkeeping

Tools

QuickBooks Online

Microsoft Office Suite

Job description

This range is provided by MHW Search. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$70,000.00/yr - $90,000.00/yr

MHW Search has exclusively partnered with a Real Estate Private Equity firm in Dallas. We are in search of an Executive Assistant. The ideal candidate will provide top-level assistance for high level executives. Please apply for more information.

Executive Support

• Provide direct support to the company’s two partners on both business and personal matters
• Manage calendars, schedule meetings, coordinate travel, and handle reservations
• Assist with tracking and follow up on projects, deadlines, and deliverables
• Prepare and edit reports, letters, presentations, and other documents on behalf of leadership
• Act as a gatekeeper and handle inbound communication (calls, emails, voicemails)
• Perform personal tasks (e.g. errands, booking travel, scheduling appointments, researching/purchasing gifts and other items, home maintenance coordination, taking vehicles for maintenance, paying bills, etc.)
• Utilize QuickBooks Online to manage basic bookkeeping tasks including recording and reconciling bank and credit card transactions and generating monthly P&L reports
• Prepare checks and bill payments, deposit checks, and monitor bank accounts

Office Administration

• Oversee office operations to keep the office organized and running smoothly
• Act as the point of contact for vendors, suppliers, and building management
• Order and manage office supplies, equipment, and snacks/drinks to keep the office stocked
• Ensure the office environment is clean and welcoming for visitors
• Maintain office records, contact databases, and filing systems (paper and digital)
• Maintain an organized, professional, and welcoming office environment
• Coordinate onboarding processes for new hires (e.g. IT setup, documentation, etc.)
• Assist with payroll processing and data collection (e.g., timesheets, PTO tracking, mileage reimbursements)
• Assist with managing benefits coordination including health insurance enrollment and communication
• Help implement and uphold company policies and best practices

Investor & Team Communication

• Serve as a liaison with investors regarding payments, documentation, and distribution of tax forms
• Maintain and manage a shared company calendar, coordinating internal meetings, team events and lunches
• Proactively monitor, organize, and respond to multiple email accounts
• Attend and take notes during weekly team meetings

General

• Proactively find tasks, anticipate needs and take initiative during slower periods
• Learning, implementing and utilizing new technologies for payroll processing, coordinating company tasks, reporting to investors, recurring company website updates and company LinkedIn posts
• Handle miscellaneous projects and tasks as assigned
• Use discretion and integrity while handling confidential information

Qualifications & Requirements

• Minimum of 3+ years of relevant experience
• Self-Starter with the ability to work in a fast-paced environment while mostly working independently
• Highly organized, thorough, and detail oriented
• Ability to multi-task, prioritize tasks, meet deadlines, and adapt to shifting demands
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to quickly adopt new technology
• Experienced with basic bookkeeping software (e.g. QuickBooks Online)
• Ability to take an unclear assignment and figure it out
• Strong written and verbal communication skills with a professional demeanor

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative and Finance

Industries

• Office Administration, Administrative and Support Services, and Real Estate