CS
Executive Assistant
Clayton Services
🇺🇸 United States
On-site
Manager or above
1 month ago
$75,000 – $95,000 / year
- Excel
- Microsoft Word
- Outlook
- Adobe Acrobat
- Pension
1 month ago
The ideal candidate is a resourceful self-starter who is highly proficient in Microsoft Excel, enjoys creating structure and organization, and is comfortable learning new processes and responsibilities. This is not a traditional Executive Assistant position centered around calendar and travel management. The role will focus heavily on maintaining records, tracking information and deadlines, organizing files, supporting corporate and asset-related administration, and ensuring important details do not fall through the cracks.
Job Type:Direct Hire
Pay Rate:$75,000 - $95,000
Benefits:Medical, dental, vision, 401(k) w/ match, life, disability, paid parking, PTO, and more.
Executive Assistant 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.
- Track corporate filings, registrations, annual requirements, and other deadlines to ensure obligations are completed accurately and timely.
- Assist with maintaining corporate governance documentation, including written consents, meeting materials, corporate records, and related documentation.
- Maintain real estate and other asset schedules, including property information, tax assessments, valuation information, and supporting documentation.
- Track property tax notices, assessments, deadlines, and related records to help ensure no properties or obligations are overlooked.
- Maintain organized records associated with investments, assets, real estate, and other family office activities.
- Prepare and organize materials for board and committee meetings, including meeting packets, supporting documentation, and electronic records.
- Proofread documents and perform accurate data entry and document preparation as needed.
- Coordinate with executives, accounting personnel, outside advisors, registered agents, and other internal and external resources as necessary.
- Handle incoming and outgoing mail and assist with general office administration.
- Proactively identify missing information, incomplete records, upcoming deadlines, and opportunities to improve organization and processes.
- Provide administrative and project support to team members as priorities arise.
- Perform additional responsibilities as needed in a small, collaborative office environment.
- Exceptional organizational skills with strong attention to detail and accuracy.
- Advanced proficiency in Microsoft Excel with the ability to confidently maintain schedules, trackers, lists, and detailed records.
- Proficiency in Microsoft Word, Outlook, Teams, Adobe Acrobat, and general office technology.
- Strong records management and document organization skills.
- Ability to develop logical electronic filing structures and maintain organized digital and physical records.
- Strong ability to manage multiple priorities, deadlines, entities, and projects simultaneously.
- Proactive mindset with the ability to anticipate needs and identify items requiring follow-up.
- Quick learner who is comfortable being introduced to unfamiliar terminology, processes, and responsibilities.
- Ability to retain information and independently apply previously learned processes.
- Sound judgment and the ability to work independently with minimal supervision.
- High degree of discretion and professionalism when handling confidential and sensitive information.
- Strong written and verbal communication skills.
- Resourceful problem-solving skills and willingness to ask thoughtful questions when needed.
- Flexible and adaptable approach to changing priorities and responsibilities.
- Collaborative, team-oriented attitude with a willingness to assist wherever needed.
- Comfortable working in a small office where responsibilities may extend beyond a narrowly defined job description.
- Consistently professional and positive when interacting with colleagues and outside parties.
- 3+ years of administrative, executive support, records management, corporate administration, or related professional experience required.
- Previous experience supporting a family office, financial services organization, professional services firm, corporate office, or similarly confidential environment is highly preferred.
- Experience maintaining detailed Excel schedules, trackers, databases, or asset records strongly preferred.
- Experience with corporate records, entity management, corporate governance, real estate administration, investments, or records management is a plus but not required.
- Previous Executive Assistant, Administrative Coordinator, Corporate Administrator, Records Coordinator, or similar experience will be considered.
- Prior experience working with multiple companies, entities, properties, accounts, or other detailed records is a plus.
- Candidates must be comfortable learning corporate and administrative processes that may be new to them.
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- Must be available to work onsite five days per week in downtown Houston.
Executive Assistant · Clayton Services