Executive Assistant — Records & Data Mgmt (Excel)

Clayton Services; Houston (TX); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k) with match

Life insurance

Disability insurance

Paid parking

PTO

Job summary

Clayton Services is seeking a highly organized Executive Assistant for a private family office in downtown Houston. This role is not calendar-centric; it focuses on records management, asset administration, and keeping important details from slipping through the cracks.

You will maintain Excel schedules, organize files across multiple entities, and support governance and regulatory matters while collaborating with executives and outside advisors.

Qualifications

• 3+ years of administrative and executive support experience.
• Experience supporting a family office or confidential environment preferred.
• Experience maintaining detailed Excel schedules or asset records.
• Comfortable learning corporate and administrative processes.
• Onsite five days per week in downtown Houston.

Responsibilities

• Maintain and update detailed Excel schedules, trackers, asset lists, and other organizational records.
• Maintain accurate and organized electronic and physical files across multiple companies, properties, investments, and administrative areas.
• Assist with the ongoing development and improvement of electronic filing systems, including creating logical folder structures and maintaining consistent document organization.
• Download, organize, review, and maintain documents from online portals and third-party systems.
• Scan, digitize, organize, and properly file historical and current company records.
• Maintain corporate entity records and internal checklists, including information related to registered agents, ownership, officers, directors, identification numbers, and other organizational details.

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Microsoft Word

Outlook

Teams

Adobe Acrobat

Job description

Clayton Services is seeking a highly organized Executive Assistant for a private family office in downtown Houston. This role is not calendar-centric; it focuses on records management, asset administration, and keeping important details from slipping through the cracks.

You will maintain Excel schedules, organize files across multiple entities, and support governance and regulatory matters while collaborating with executives and outside advisors.