Executive Assistant

IMPACT STAFFING INTERNATIONAL; Southlake (TX); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Career growth

Job summary

IMPACT STAFFING INTERNATIONAL seeks an Executive Assistant / Office Manager to support the leadership team in a small, in-office Southlake environment. The role combines executive support, office administration, light bookkeeping, and CRM/PowerPoint duties, with a focus on reliability, discretion, and proactive service.

The position is primarily in‑office, Monday–Friday in Southlake, TX, Direct Hire, with a competitive base salary and annual discretionary bonus.

Qualifications

• Executive support, office management, and light bookkeeping across a small team.
• Strong organizational skills and attention to detail are essential.

Responsibilities

• Manage calendars, scheduling, and meetings; coordinate travel.
• Prepare expense reports and invoices; handle basic bookkeeping.
• Oversee office supplies, vendors, and general operations; welcome clients.
• Maintain CRM and assist with presentations and materials.

Skills

Executive support

Administrative experience

Office management

QuickBooks

Bookkeeping

Discretion

Communication

Client interaction

Independent work

Multi-tasking

CRM

PowerPoint

Long-term Commitment

Tools

PowerPoint

QuickBooks

Job description

Location: Southlake, TX
Schedule: Full-Time, Monday–Friday, In-Office
Employment Type: Direct Hire
Compensation: Competitive Base Salary + Annual Discretionary Bonus

About the Company

Executive Assistant / Office Manager

Location: Southlake, TX
Schedule: Full-Time, Monday–Friday, In-Office
Employment Type: Direct Hire
Compensation: Competitive Base Salary + Annual Discretionary Bonus

Our client is a privately held investment banking and private equity firm based in Southlake, Texas. Founded in 1996, the firm specializes in the acquisition and sale of companies within the heavy materials industry, including aggregates, concrete, asphalt, and cement.

The firm operates with a small, close-knit team and takes pride in being hardworking, entrepreneurial, and relationship-driven. This is an opportunity to become a key member of a lean team where your work will have a direct impact on the business.

About the Role

We are seeking a highly trustworthy, polished, and proactive Executive Assistant / Office Manager to support the firm's leadership team and help oversee the day-to‑day operations of the office.

This is a highly varied role that combines executive support, office management, light bookkeeping, and administrative coordination. The ideal candidate is someone who enjoys being the person others can rely on, anticipates needs before being asked, and is comfortable wearing multiple hats.

Because the team is small, personality and culture fit are extremely important.

Key Responsibilities

Executive Support

• Manage calendars, scheduling, and meeting coordination
• Arrange domestic and international travel
• Prepare and submit expense reports
• Coordinate client meetings and office visits
• Make reservations and assist with special requests
• Anticipate executive needs and proactively provide support
• Provide occasional personal administrative assistance, including mail, shipments, and travel-related support

Office Management

• Manage office supplies, vendors, and general office needs
• Prepare conference rooms and meeting spaces
• Welcome clients and visitors and serve as a professional first point of contact
• Coordinate office logistics and day‑to‑day administrative needs
• Help maintain an organized, professional office environment

Bookkeeping / Financial Administration

• Assist with accounts payable and accounts receivable
• Prepare invoices and process payments
• Make bank deposits
• Support monthly close activities
• Maintain accurate financial records
• Utilize QuickBooks for basic bookkeeping and financial administration
• Work with the team to ensure financial information is handled accurately and confidentially

CRM & Business Support

• Maintain and organize client information within the firm's CRM
• Keep client notes and records accurate and up to date
• Assist with PowerPoint presentations and other company materials
• Provide general administrative support to the professional team as needed

What We're Looking For

• Executive Assistant, Administrative, Office Manager, or similar experience
• Strong organizational skills and exceptional attention to detail
• Experience with QuickBooks or the ability to learn it quickly
• Comfortable handling basic bookkeeping responsibilities
• Highly trustworthy and discreet when handling confidential financial and business information
• Strong communication and interpersonal skills
• Professional and polished when interacting with clients
• Proactive, self‑motivated, and able to work independently
• Comfortable working in a small, close‑knit environment
• Strong ability to prioritize and manage multiple responsibilities
• CRM experience is a plus
• PowerPoint experience is a plus
• Willingness to commit to a long‑term opportunity and grow with the firm

Ideal Personality

The right person will be:

• Proactive — sees what needs to be done without waiting to be asked
• Dependable — someone the team can completely trust
• Personable — easy to work with and comfortable around clients
• Discreet — understands the sensitivity of financial and business information
• Adaptable — comfortable switching between executive support, bookkeeping, and office management
• Detail‑oriented — understands that accuracy matters, especially when dealing with large financial transactions
• Team‑oriented — enjoys being part of a small, collaborative team

Work Environment & Benefits

• Primarily in‑office, Monday–Friday in Southlake
• Some flexibility for occasional remote work or schedule adjustments when personal or family needs arise
• Competitive base salary plus annual discretionary bonus
• Health insurance with 100% of employee and family premiums currently covered
• Retirement plan with transition to a 401(k)
• Supportive, family‑first culture
• Opportunity to take on increasing responsibility and grow with the firm