Our client, a successful Women-Owned Real Estate Investment & Development firm in Fort Worth, TX, has engaged us to place a sophisticated, high-level, proactive, extremely organized & solutions oriented individual in the role of either Executive/Personal Assistant (EPA) OR EPA/Chief of Staff (CoS) to the 2 Co-Founders (depending on candidate’s interest/skillset). The Co-Founders also have a non-profit & family office (in beginning stages) this individual will assist with. Please do not contact our client directly, thank you.
The Co-Founders have a lot of demands on their time & need a true right hand/gatekeeper/confidant, w/ an ability to be an extension of them professionally/personally & manage multiple priorities in a fast-paced environment. You’ll play a pivotal role in supporting their daily activities, ensuring their efficiency & productivity, & serve as the primary point of contact for the internal/external stakeholders, managing communication, scheduling & logistics, and providing administrative & project management support, allowing them to focus on moving the goals & initiatives for the company forward.
You’ll be entrusted w/ the most sensitive/confidential information & display the highest level of trust/discretion at all times. There’ll be occasional travel to accompany the Co-Founders to meetings as needed/requested locally to Dallas, and to Austin/Houston (potential for more).
The ideal candidate has a positive attitude, dedicated work ethic, strong business acumen, is confident, driven, resourceful, engaging, forward-thinking, & highly collaborative. A high level of integrity, keen eye for detail, exceptional communication skills, & ability to seamlessly multi-task & identify priorities, & work well independently & as a team, is essential in this role.
Hours: M-Th 8:30am-5:30pm & Fri 8:30am-4pm depending on projects etc. (In-office 4 days, one WFH) Flexibility needed to receive communications/handle scheduling requests/needs as they arise outside of regular business hrs, responding to urgent needs immediately/prioritizing others accordingly.
About YOU:
- You’re a high-performer w/ a “can do, will do” attitude, & always have things on lock!
- You’re highly proactive w/ strong analytical, organizational & project management skills, reflecting the ability to perform/prioritize multiple concurrent tasks.
- You’re a great team-player willing to jump in where needed.
- You have the ability to be a good “buffer”, "read the room", & communicate w/ a mix of different personalities.
- You’re forward thinking, intuitive, & anticipate/remain 2 steps ahead of your executive’s needs.
- You’re a smart self-starter, productive, highly organized, work well independently, have a “figure it out” mentality, & ask questions when needed.
- You have strong time management skills & don’t need to be micromanaged in order to execute.
- You’re honest & display a high level of personal accountability & responsibility, utilizing tact, discretion & good judgment at all times, especially when exposed to confidential/sensitive material.
- You have impeccable attention to detail, strong follow through & excellent written/verbal communication skills.
- You’re flexible/adaptable, with the ability to pivot as needed.
- You have strong interpersonal skills w/ a demonstrated ability to work w/ high-level executives & across the company as a whole.
- You're a curious learner, very resourceful, show initiative, have strong decision-making capability & a proactive approach to problem solving.
- You have high energy, a calm demeanor, & convey emotional maturity & professionalism.
- You’re tech-savvy & experienced working on both a Mac & PC.
- You have a good history of job stability, strong references & seeking a long-term career.
Key Responsibilities Include (but not limited to):
EPA Role: 70% EA/30% PA
- Act as a gatekeeper, providing a bridge for smooth communication/coordination between the Co-Founders, their direct reports/outside parties.
- Proactively maintain the executives’ calendars, ensuring seamless coordination, providing a time buffer in between meetings, & prioritizing the most time sensitive matters as scheduling conflicts/last minute requests arise.
- Organize meetings, send reminders & ensure all related documents are prepared in advance.
- Work closely w/ the Co-Founders to keep them well informed of upcoming commitments & responsibilities, following up appropriately.
- Coordinate travel arrangements/logistics for the Co-Founders/their families, create detailed travel itineraries, & submit related expense reports. Prepare executives for all travel as needed (ensure they have tickets, photo ID, passport, itineraries, etc.).
- Monitor the executives' email inbox, filtering emails & prioritizing what needs immediate attention while maximizing productivity & responding as needed/directed.
- Take initiative to understand the intricacies of the business, assisting in strategy, prioritization & planning.
- Prioritize inquiries/requests while troubleshooting conflicts; make judgments & recommendations to ensure smooth day-to-day engagements.
- Organize internal/external executive-level meetings, including scheduling/logistics, preparing materials/sending reminders.
- Assist with events as needed.
- Act as a "barometer," having a sense for the issues taking place in the office & keeping the Co-Founders updated.
- Answer phone, take accurate messages, keep track of executives' whereabouts, & handle urgent calls w/ appropriate judgment.
- Manage/compose/prepare confidential correspondence/reports/complex documents, proofing & editing of all to ensure accuracy & consistency.
- Assist in planning & executive of special projects and initiatives, tracking progress & ensuring deadlines are met.
- Organize/maintain electronic & physical filing systems; further refine systems & processes to maximize efficiency.
- PA support to include personal/family travel, appointments/reservations, parental support, personal errands, children's needs (pickup from school if nanny unavailable-rare occasion, ordering supplies, managing schedules), etc.
- Maintain address/contacts lists & be proactive in recognizing when to send thank you notes, gifts, etc. to personal/professional/philanthropic contacts.
- Liaise w/ personal/business associates, philanthropic contacts & clients.
EPA/CoS role: 50% EPA/50% CoS depending on needs - likely evolving to FT CoS down the road.
- In addition to EPA side...
- Act as a trusted advisor/right hand/thought partner to the Co-Founders to determine/prioritize decisions, manage time, brainstorm objectives, & provide administrative & operational support to help drive the company’s growth.
- Act as an extension of the Co-Founders in appropriate settings to oversee meetings/projects as needed.
- Monitor progress on strategic goals & ensuring they’re effectively communicated & aligned across all departments, identify potential roadblocks, & propose actionable solutions to achieve targets.
- Implement tools & systems to enhance communication, collaboration, & knowledge sharing among team members.
- Coordinate/facilitate Bi-Weekly Department Head meetings including tracking progress, summarizing, & creating an OKR tracking tool. Manage and drive the agenda for this meeting.
- Work in conjunction w/ the CFO/COO on preparing & reviewing summaries for Co-Founders on short term incentives & OKRs & meet w/ team members to create, review & reflect on goals.
- Work in conjunction w/ CFO/COO on creating & maintaining the company scorecard.
- Responsible for facilitating all annual planning activities including creating presentations to be used @ company meetings but also to facilitate dialogue & thoughtful discussion for the executive team.
- Identify needs & hiring opportunities. Responsible for facilitating hiring & on-boarding process for new team members; work w/ the COO/CFO on HR matters.
- Responsible for working w/ Department Heads & CFO/COO to create development plans for all team members.
- Responsible for creating & managing an overall company calendar that tracks major deliverables & areas of team focus as well as deadlines to watch out for areas of intense focus or burn out areas for certain teams.
- Work w/ the CFO/COO on office standard operating hours & culture standards, ensuring they're maintained & enforced.
- Responsible for maintaining an Operations dashboard of all the initiatives the company is considering over the year, currently looked at by quarter.
- Responsible for ensuring the company’s policies & procedures are followed, up to date, & all encompassing.
- Responsible for ensuring the company’s operating platform, Alpha, is up to date at all times & a useful tool to all employees.
- Responsible for ensuring the company’s standards of communication, file sharing & naming standards are maintained.
Experience/Education:
- EPA: 5+ yrs EA exp. in a high-paced environment; 2+ yrs directly supporting C-Suite; some PA exp.
- EPA/CoS: in addition to the above, CoS or exp. in a similar role w/ a strong project management background & a good understanding of business operations, corporate development & strategy.
- Experience or interest in Real Estate investment & development is a plus!
- Bachelor’s Degree highly preferred - not required
- MS Office/Outlook proficiency; experience w/ both Mac & PC
Compensation/Benefits:
- EPA: $125-$150k base | EPA/CoS: $175-$200k base + discretionary annual performance based bonus up to 10%
- Comprehensive benefits package
*Successful completion of reference, background checks & drug screen are required prior to employment*
Candidates of interest will be contacted via email w/ a questionnaire to further assess potential fit. Those not selected will have their resume kept on file for consideration of other opportunities.
TMH, LLC/our Clients provide equal opportunity employment & don’t discriminate w/ regards to 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.
