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Executive Assistant – Family Office

Blackstone Talent

This is a Full-time position in Houston, TX posted September 15, 2021.

Very prestigious Family Trust / Wealth Management office in Houston Texas is looking for an experienced Executive Assistant / Personal Assistant to support the family members interaction with the Trust. The ideal candidate will come out of the financial services industry. This role will work with the various Family members and local operational employees for admin, client service, and office related responsibilities. The ideal candidate will have experience within financial services or Family Trust and have a high degree of professionalism.

Responsibilities:

  • Serve as the first point of contact for the family members. Manages correspondence, family schedules, expenses, and controls time and access for and to the Principal.
  • This role will help support the Family Trust office in managing their interests, properties and structures, whilst also offering personal services such as managing household staff and making travel arrangements. In addition this person would also cover day-to-day accounting, payroll, tax services, legal affairs, charitable giving and succession planning.
  • Responsible for looking after the personal affairs of the family like Ranch / Domestic staff jobs, such as Housekeepers, Estate Managers, Ranch hands, Valets, Chauffeurs, Gardeners, Nannies, and more.
  • Provides administrative support in a complex team environment to the 8+ family members and their families.
  • Handles a high volume of phones calls and interacts with high level business leaders in a professional and effective manner.
  • Preparing for and attending client meetings when requested, taking comprehensive notes and following up on action points when required
  • Prepares and distributes divisional correspondence, memos, letters, reports or other documents as requested.
  • Manages the coordination and arrangement of meetings and events, with very high-level executives both inside and outside the company.
  • Independently answer and/or triage requests for information.
  • Facilitates communication and act as an effective liaison between the family and external customers by providing confidential, timely and accurate information.
  • Helps arrange complex international and domestic travel.
  • Leads projects independently by researching, preparing, and coordinating material.
  • Assists with projects/transactions in progress to include; administrative details, maintain contract timelines and document delivery.
  • Handles coding, processing and payment of vendor invoices.
  • File management – ensuring documents are correctly labelled and stored, as well as updating files as frequently as appropriate
  • Document management (visas, memberships, authorizations, licenses, etc.)
  • Above all, consistently use sound judgment and complex problem solving skills to provide professional administrative support in a fast-paced environment.

Experience And Qualifications:

  • 8+ years of previous experience in a similar role is essential, ideally within a family office setting
  • Maturity and discretion with regards to confidential information
  • Independent decision-making abilities with strong judgment
  • Ability to multitask, prioritize, and maintain grace in a fast-paced environment while having meticulous attention to detail and organization
  • Excellent written, verbal, and interpersonal communication skills
  • Advanced proficiency with the MS Office Suite
  • High level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company.
  • Ability to resolve problems independently and work with a high degree of autonomy and responsibility.

If you are interested in learning more about this role, e-mail your resume directly to recruiter@blackstonetalent.com This search is priority to our client and they ready to interview. Our client is only looking at people who live within commuting distance to the Houston Texas area.

Job Requirements:

  • Manage executive schedules and travel arrangements
  • Managing executive schedules and coordinate travel arrangements
  • Coordinate the executive(s) travel arrangements
  • Make travel arrangements for executives
  • Maintain calendar; coordinate meetings and travel arrangements
  • Support an executive with travel arrangements, managing calendar and scheduling meetings
  • Assist other executive administrative staff and executive management
  • Assist executives with travel arrangements and expense reports
  • Book travel primarily for domestic travel
  • Making travel arrangements and completing expense reports
  • Procure travel arrangements and create travel itineraries with expense management focus
  • Make travel arrangements, both domestic and international travel
  • Assist with corporate travel arrangements
  • Organizing domestic and international travel arrangements for the executive
  • Maintain the executive’s calendar and travel logistics
  • Perform all executive assistant office functions
  • Make appointments and travel arrangements
  • Make all necessary travel arrangements
  • Maintain executive’s schedules, appointments and travel arrangements
  • Making travel arrangements and prepare expense reports for executives
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