Job Description

Job Description

Our client, a successful, boutique financial advisory & private wealth management company based in Dallas, TX, has engaged us to place a very professional, polished, proactive, solutions oriented & highly organized individual in the role of Executive Assistant (EA) to the Chief Executive Officer (CEO) & Chief Investment Officer (CIO) . The EA will report to the CEO and support the CEO/CIO on a 75/25% basis. Both executives are very busy with a lot of demands on their time & in need of a strong right hand to provide administrative, logistical & project management support, and be a reliable point of contact between them & their teams. This role is pivotal to ensuring the success of the CEO & CIO’s leadership, requiring a high level of professionalism, integrity, and commitment. The EA will be entrusted with sensitive & confidential information, displaying the highest level of discretion and trust at all times. This is a great, long-term opportunity (for the right fit!) to join a wonderful company that truly values their team. *Please do not contact our client directly.*

The EA will proactively identify opportunities to optimize workflows & improve efficiency, be able to prioritize & manage multiple tasks with minimal supervision, and perform at the highest level in a fast-paced environment.

The ideal candidate has a strong business acumen, positive attitude, dedicated work ethic, high personal standards of integrity, is courteous, resourceful, and forward-thinking. An exceptional attention to detail, excellent communication skills, an ability to seamlessly multi-task & identify priorities, as well as work well independently and as a team, is essential in this role.

Hours: 8am-5:00pm w/flexibility needed - The daily staff meeting is at 8am, so arrival by 7:45am is needed to ensure the EA is ready for the meeting/start of the day. The CEO/CIO have meetings at times that run later than 5pm (avg. up to 30 min.), and will need the EA to stay to help wrap up once those complete - meetings are usually scheduled in advance. While there’s minimal expectation for after hours/weekend support, flexibility is needed to receive infrequent communications from the CEO (mostly via Teams) outside of normal business hours, responding to urgent needs immediately, and prioritizing others accordingly (next business day, etc.).

Location: Dallas, TX (off Dallas N. Tollway near Addison area)

About the Company: 

Our client has been named among Dallas Business Journal's Best Places to Work in North Texas, and recognized in Barron's Top Financial Advisors & Forbes Best-In-State Wealth Advisors, among others. They offer personalized financial planning and wealth management for families, corporate executives, closely held businesses, people in transition and not-for-profit institutions. Their culture is collaborative and is reflected in the nature of their client relationships and directly stems from their mutual respect for those within their firm. The relationships with their clients are the most important aspect of their business, and they strive to make every relationship a personal one. 

About YOU: 

• You have a “no task is too small” attitude , thrive in a high-level support role
• You’re a smart self-starter, have a “figure it out” mentality, are proactive, productive, highly organized, know to ask questions when needed, and work well independently & as a team
• You have strong time management skills & don’t need to be micromanaged in order to execute
• You’re forward thinking, intuitive, and try to always anticipate and remain two steps ahead of your executive’s needs
• You have strong written & verbal communication skills
• You’re highly proactive with strong organizational & project management skills, reflecting the ability to perform & prioritize multiple concurrent tasks as the business or executive’s priorities dictate
• You’re humble, and a great team-player willing to jump in where needed to get things done
• You’re honest, display a high level of commitment, personal accountability, responsibility & integrity, utilizing tact, discretion and good judgment at all times, especially when exposed to confidential or sensitive material
• You have strong interpersonal skills with a demonstrated ability to work with high-level executives & across the company as a whole
• You have a strong learning mindset, are very resourceful, show initiative, have strong decision-making capability & a proactive approach to problem solving
• You have a great energy, a calm demeanor, and convey emotional maturity & professionalism
• You’re driven, confident & diligent, have impeccable attention to detail and strong follow through
• You always have a pen & paper ready to take notes to keep track of tasks/requests, to help ensure things don’t fall through the cracks along the way
• You provide a courteous & professional point of contact, exhibit a high level of client focus, representing your executive & company in a positive light at all times
• You’re flexible/adaptable and have the ability to pivot as needed
• You’re tech-savvy & comfortable working on PCs
• You have a good history of job stability, strong references & are looking for a long-term career

Key Responsibilities Include (but not limited to): 

CEO support:

• Act as a gatekeeper, providing a bridge for smooth communication between the CEO, other C-Suite, company staff and outside parties
• Manage, intercept, prioritize, and delegate emails to streamline communication
• Proactively maintain the CEO’s calendar, ensuring she is never double-booked, providing a time buffer in between meetings, and prioritizing the most time sensitive matters as scheduling conflicts & last minute requests arise
• Manage incoming calls, prioritizing and handling them appropriately, to ensure smooth day-to-day engagements
• Coordinate meetings, one-on-ones with employees, and internal reviews
• Oversee EPIC (CRM) tasks as required
• Schedule & manage semi-annual team-building events; Organize quarterly outings & year-end employee reviews, collaborating with the Director of HR/Office Manager as needed
• Prepare & track expense reports for approval
• Assist with projects and initiates as assigned
• Develop & maintain a schedule for internal financial plan updates; Ensure regular reviews are conducted and document
• Partner with the CEO to review bills for accuracy and approval
• Work closely with the CEO to keep her well informed of upcoming commitments & responsibilities, following up appropriately
• Attend meetings as requested, take/track meeting notes & action items to ensure that follow-through and accountability are maintained
• Collaborate with other departments to gather information & facilitate cross-functional communication
• Manage, compose and prepare confidential correspondence, reports, and other complex documents, proofing & editing of all documents to ensure accuracy & consistency
• Manage sensitive matters with a high level of confidentiality and discretion
• Organize & maintain filing systems, and further refine systems & processes to maximize efficiency
• Coordinate travel as requested (no need currently, but could change)
• Personal Assistance (no need currently, but there could potentially be a minimal need)
• Other related duties as assigned

CIO support:

• Proactively maintain the CIO’s calendar, ensuring he is never double-booked, providing a time buffer in between meetings, and prioritizing the most time sensitive matters as scheduling conflicts & last minute requests arise; Organize and coordinate meetings, ensuring alignment with the CIO’s schedule.
• Manage, intercept, and delegate emails, ensuring timely responses and prioritization. 
• Handle EPIC (CRM) tasks related to bond notices and redemptions
• Intercept and prioritize incoming calls

Experience/Education:  

• 4+ years of EA experience working in a fast-paced environment - 1+ years of C-Suite support is ideal
• Proficiency in MS Office (Outlook, Word, Excel, PP & Teams); email management systems, and scheduling tools; solid experience with PCs
• Bachelor’s Degree preferred, but not required
• Experience in the financial services industry is a plus! 
• Experience coordinating events & managing projects is highly desirable 

Compensation/Benefits:  

• Base: $100-$125k + eligible for company revenue performance based annual bonus
• PTO (18 days) / Holidays (11)
• 401K w/ company match
• M/D/V
• Long / Short term disability
• Life & AD&D Insurance
• Parental Leave
• And more…
• Additional fun perks: Breakfast & lunch provided 5 days/week, complimentary snacks, coffee/beverages, team building and outings to the Mavs/Stars/Rangers games, Summer & Winter dinner, and other holiday activities & luncheons

*Successful completion of reference & background checks are required prior to employment.*

Note: We appreciate your interest in this opportunity and review all submissions. Candidates of interest will be contacted via email with a questionnaire to further assess potential fit and next steps. Those not selected will have their resume kept on file for consideration of other opportunities.

TMH, LLC & our Clients provide equal opportunity employment, and don’t discriminate with recruitment of candidates or employment on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law.

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