Job Details

Executive Assistant

Austin, TX

Our Client

This firm is a fully in-person and established boutique integrative wealth management firm, located in Austin, TX. They support a multi-generational, Texas-based family including their business ventures, investments, a private foundation, and related entities.

Job Description

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the firm's entire team including three executives, an investment manager, and a finance/accounting manager. In addition to traditional executive assistant duties, this role will also involve managing insurance, light bookkeeping, and acting as the primary coordinator of their file storage and retention.

This is a full time, direct hire, in-office position with weekday business hours.

Duties and Responsibilities

This role requires a proactive individual with exceptional communication, project management, and organizational skills. The Executive Assistant will take ownership of key areas within the company, ensuring streamlined processes, efficiency, and execution across all tasks. The ideal candidate will demonstrate professionalism in interactions with clients, stakeholders, and internal teams, maintaining a high standard of service and attention to detail. Responsibilities include, but are not limited to:

1. Manage insurance, including overseeing policy renewals and claims coordination for both business and personal lines. Ensure up-to-date records and proactively review policies for any necessary changes.
2. Manage client relations, serving as the primary point of contact for executives, clients, investors, and other stakeholders. Coordinate meetings, prepare presentations, and oversee the Client Portal with a focus on content creation and updates.
3. Oversee office management, ensuring office equipment, supplies, and team-building activities are well-coordinated. Act as the primary contact with building management and IT service providers to maintain high cybersecurity standards and smooth daily operations.
4. Provide investment support, assisting the Investment Manager with subscription documents, Know Your Client (KYC) compliance, and liaising with fund managers and advisors for accurate processing of subscriptions and capital calls.
5. Provide accounting support, including processing check and wire transfer requests, expense reports, and invoices, while ensuring adherence to internal controls policies and procedures.
6. Manage trusts and entities administration, maintaining accurate records, drafting documents as needed, and serving as the primary SharePoint coordinator. Ensure entity compliance, including tracking logs and deadlines, and implementing and maintaining record retention policies.

Required Experience/Skills

● Bachelor's degree or equivalent experience preferred.

● Proven experience as an Executive Assistant or similar role, supporting multiple executives and managing complex administrative tasks.

● Strong organizational skills and attention to detail, with the ability to prioritize and multitask in a fast-paced environment.

● Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.

● Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.

● Experience with social media and content development is a plus.

● IT and Cybersecurity acumen and experience.

● Discretion and confidentiality when handling sensitive information and confidential matters.

● Professional demeanor and strong work ethic (proactive and dependable).

Pay & Benefits Summary

A competitive base salary commensurate with experience, along with an annual discretionary bonus and benefits package will be offered.

Both our firm and the hiring company are equal opportunity employers. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

Please submit your resume along with a cover letter outlining your qualifications and experience for this position.