About the Role
We are seeking a highly organized, resourceful, and proactive Executive Assistant to support two business partners across a portfolio of operating companies, investments, and real estate holdings.
This is a high-trust role for someone who is exceptional at keeping track of details, anticipating needs, and turning a wide variety of requests into completed tasks. The Executive Assistant will help manage schedules, communications, projects, travel, documents, vendors, and the countless moving pieces that come with operating multiple businesses and properties.
The ideal candidate is someone who enjoys variety, takes ownership, and is comfortable figuring things out independently. Some days will involve traditional executive support; others may involve coordinating a real estate project, researching a purchase, working with a vendor, organizing documents, or following up with an attorney, accountant, employee, or business partner.
Above all, we're looking for someone we can trust to take something off our plates and make sure it gets done.
Key Responsibilities
Executive & Administrative Support
- Manage calendars, scheduling, meetings, appointments, and competing priorities for two executives
- Help manage and prioritize email, correspondence, requests, and follow-up items
- Prepare meeting materials, agendas, notes, presentations, and other documents as needed
- Track commitments and action items and proactively follow up to ensure things get completed
- Coordinate meetings and communication with employees, business partners, advisors, attorneys, accountants, vendors, and other external parties
- Manage expense reports, receipts, invoices, reimbursements, and other administrative items
- Maintain organized electronic files, records, contracts, and important documents
- Handle sensitive and confidential information with discretion
Project & Business Support
- Assist with special projects across multiple businesses and investments
- Conduct research and gather information to help the principals make decisions
- Coordinate projects involving multiple internal and external parties
- Keep project timelines, open items, and deadlines organized and moving forward
- Draft and proofread correspondence, documents, presentations, and other materials
- Help gather information and documentation requested by banks, attorneys, accountants, insurance brokers, and other professional partners
- Step into miscellaneous projects as needed and determine the best way to get them completed
Real Estate & Property Support
- Help maintain organized records for real estate holdings, including leases, contracts, insurance documents, property records, and vendor information
- Coordinate with property managers, tenants, contractors, brokers, lenders, attorneys, and other real estate partners
- Assist with scheduling inspections, repairs, maintenance, improvements, and other property-related projects
- Track important dates, renewals, payments, leases, and other property obligations
- Obtain quotes, research vendors, schedule work, and follow up through completion
- Assist with acquisitions, dispositions, financing, due diligence, and other real estate projects as needed
- Maintain clear records of outstanding property-related tasks and ensure appropriate follow-through
What We're Looking For
We care less about having followed one specific career path and more about finding someone who is smart, dependable, organized, and exceptionally good at getting things done.
The right person will be:
- Highly organized. You can keep track of dozens of moving pieces without letting details fall through the cracks.
- Proactive. You notice what needs to happen next and act without waiting to be asked.
- Resourceful. When you don't know how to do something, your instinct is to figure it out.
- A strong communicator. You communicate clearly, professionally, and appropriately with everyone from employees and vendors to attorneys and executives.
- Detail-oriented. Names, dates, documents, reservations, numbers, and deadlines matter.
- Comfortable with ambiguity. Not every assignment will come with a detailed set of instructions.
- Persistent about follow-through. You don't consider something complete simply because an email was sent - you make sure the desired outcome actually happens.
- Able to prioritize. You can distinguish between something that is truly urgent and something that can wait.
- Discreet and trustworthy. You will have access to confidential business, financial, and personal information and must handle it appropriately.
- Flexible. You're comfortable moving between executive support, business operations, real estate, and occasional personal or miscellaneous requests.
Qualifications
- Prior experience as an Executive Assistant, Senior Administrative Assistant, Chief of Staff, Office Manager, or similar high-responsibility support role preferred
- Experience supporting founders, entrepreneurs, business owners, or multiple executives is strongly preferred
- Experience with real estate, property management, professional services, or a multi-business environment is a plus
- Excellent written and verbal communication skills
- Strong proficiency with Google Workspace and Microsoft Office
- Comfortable learning and using new technology and software
- Strong research, organizational, and project-management skills
- Ability to work independently and exercise sound judgment
- Demonstrated ability to handle confidential information appropriately
What Success Looks Like
A successful person in this role makes the lives of the two principals easier and allows them to spend more of their time on the things that require their attention.
You know you've been successful when:
- Important details rarely fall through the cracks.
- Open items are proactively followed up on rather than forgotten.
- When you're given a problem, you come back with a solution, not simply another question.
- Business and real estate projects continue moving even when the principals aren't personally driving every step.
- Over time, you learn how the principals operate and begin anticipating what they will need before they ask.
The Opportunity
This role offers unusual exposure to the day-to-day operation and growth of multiple businesses and a real estate portfolio. It is a great fit for someone who enjoys being behind the scenes making things happen, wants significant responsibility and variety, and takes pride in becoming an indispensable partner to the people they support.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: Hybrid remote in Plano, TX 75025
