Executive AssistantMHW Search • Dallas, TX, US

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Executive Assistant

MHW Search • Dallas, TX, US

30+ days ago

Job type

Full-time

Job description

MHW Search has exclusively partnered with a Real Estate Private Equity firm in Dallas. We are in search of an Executive Assistant. The ideal candidate will provide top-level assistance for high level executives. Please apply for more information.

Executive Support

Provide direct support to the company's two partners on both business and personal matters
Manage calendars, schedule meetings, coordinate travel, and handle reservations
Assist with tracking and follow up on projects, deadlines, and deliverables
Prepare and edit reports, letters, presentations, and other documents on behalf of leadership
Act as a gatekeeper and handle inbound communication (calls, emails, voicemails)
Perform personal tasks (e.g. errands, booking travel, scheduling appointments, researching / purchasing gifts and other items, home maintenance coordination, taking vehicles for maintenance, paying bills, etc.)

Bookkeeping / Finance

Utilize QuickBooks Online to manage basic bookkeeping tasks including recording and reconciling bank and credit card transactions and generating monthly P&L reports

Prepare checks and bill payments, deposit checks, and monitor bank accounts

Office Administration

Oversee office operations to keep the office organized and running smoothly

Act as the point of contact for vendors, suppliers, and building management

Order and manage office supplies, equipment, and snacks / drinks to keep the office stocked

Ensure the office environment is clean and welcoming for visitors

Maintain office records, contact databases, and filing systems (paper and digital)

Maintain an organized, professional, and welcoming office environment

Coordinate onboarding processes for new hires (e.g. IT setup, documentation, etc.)

Assist with payroll processing and data collection (e.g., timesheets, PTO tracking, mileage reimbursements)

Assist with managing benefits coordination, including health insurance enrollment and communication

Help implement and uphold company policies and best practices

Investor & Team Communication

Serve as a liaison with investors regarding payments, documentation, and distribution of tax forms

Maintain and manage a shared company calendar, coordinating internal meetings, team events and lunches

Proactively monitor, organize, and respond to multiple email accounts

Attend and take notes during weekly team meetings

General

Proactively find tasks, anticipate needs and take initiative during slower periods

Learning, implementing and utilizing new technologies for payroll processing, coordinating company tasks, reporting to investors, recurring company website updates, and company LinkedIn posts

Handle miscellaneous projects and tasks as assigned

Use discretion and integrity while handling confidential information

QUALIFICATIONS & REQUIREMENTS

Minimum of 3+ years of relevant experience

Self-Starter with the ability to work in a fast-paced environment while mostly working independently

Highly organized, thorough, and detail oriented

Ability to multi-task, prioritize tasks, meet deadlines, and adapt to shifting demands

Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

Ability to quickly adopt new technology

Experienced with basic bookkeeping software (e.g. QuickBooks Online)

Ability to take an unclear assignment and figure it out

Strong written and verbal communication skills with a professional demeanor

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Executive Assistant • Dallas, TX, US

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