Executive Assistant for Firm Operations & Scheduling

Kestra Holdings; Houston, Northern (TX, KY); Hybrid; USD 55,000 - 73,000; Full time

Job summary

Kestra Holdings seeks an Executive Assistant to provide proactive administrative and operational support across vendors, office logistics, scheduling, and executive needs. You will coordinate calendars, travel, onboarding, and internal communications, acting as the central point of contact to ensure smooth office operations.

The role requires superb organization, attention to detail, and discretion, with strong MS Office skills and familiarity with scheduling platforms and CRM tools.

Qualifications

• Strong organizational and time management skills.
• High level of attention to detail and follow-through.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and familiarity with scheduling platforms, CRM tools.
• Ability to solve problems independently and proactively address operational needs.
• Professional discretion when handling confidential information.
• Experience supporting executives or managing office operations preferred.

Responsibilities

• Provide comprehensive administrative support, including calendar management, appointment scheduling, and travel coordination.
• Manage vendor relationships, including onboarding, rate comparisons, renewals, and cancellations.
• Serve as liaison between building management and the firm, coordinating access, communications, insurance updates, and compliance-related information.
• Oversee office operations, including supply tracking and ordering and coordinating meeting logistics such as catering and accommodations.
• Support technology and systems administration, including managing subscriptions, maintaining equipment, coordinating service requests, and assisting with general troubleshooting.
• Administer internal platforms and tools such as OnceHub and RingCentral, including scheduling management, updates, and troubleshooting coordination.
• Track and process administrative financial items, including forwarding invoices, managing subscription expenses, logging service tickets, and locating missing receipts.
• Handle incoming and outgoing mail, maintain records, and ensure documents are saved in SharePoint.
• Assist with firm events and employee support tasks, including onboarding logistics, gift coordination, and internal communications.
• Support leadership and staff with additional administrative, operational, and IT needs as they arise.

Skills

Organizational skills

Time management

Communication

Microsoft Office

Scheduling platforms

CRM tools

Problem solving

Discretion

Executive support experience

Tools

Microsoft Office Suite

Scheduling platforms

CRM tools

Job description

Kestra Holdings seeks an Executive Assistant to provide proactive administrative and operational support across vendors, office logistics, scheduling, and executive needs. You will coordinate calendars, travel, onboarding, and internal communications, acting as the central point of contact to ensure smooth office operations.

The role requires superb organization, attention to detail, and discretion, with strong MS Office skills and familiarity with scheduling platforms and CRM tools.