Executive Assistant

JOB SUMMARY: The Executive Assistant will provide comprehensive administrative support to three executive leaders. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities. The ideal candidate will be a proactive problem solver with excellent communication skills and a strong ability to work independently.

DUTIES and RESPONSIBILITIES:

• Administrative Support: Provide comprehensive administrative support for two Executives including Philanthropy Services and Family Engagement Managing Directors and the President of Tolleson Private Bank. Daily management of department incoming and outgoing mail including scanning and sorting necessary mail and sending packages and documents to Philanthropy clients. Send documents for signature via DocuSign. Help to foster a collaborative and high-performance work environment. Will serve as a backup for the front desk on occasion.


• Calendar Management: Coordinate and manage the schedules of three executive leaders, including scheduling meetings, appointments, and travel arrangements


• Communication: Serve as the primary point of contact between the executives and internal/external stakeholders. Handle correspondence, emails, and phone calls with professionalism and confidentiality. Deliver an exceptional customer service experience, addressing client needs and resolving issues efficiently. 


• Meeting Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items


• Travel Arrangements: Plan and coordinate travel itineraries and accommodations, and complete expense reports


• Document Preparation: Prepare and edit reports, presentations, and other documents as needed. Ensure all materials are accurate and professionally presented. Maintain client files and records, including filing documents in Box and updating information in Salesforce.


• Project Management: Assist with special projects and initiatives, ensuring timely completion and effective communication of progress


• Events: Coordinate approvals and fill tables for Tolleson Event Sponsorships and client event sponsorship. Assist in venue planning activities for Philanthropic Convenings and Events


• Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times

MINIMUM POSITION REQUIREMENTS:    

• 7-10 years’ experience as an Executive Assistant


• Bachelor’s degree in Business Administration or related field preferred


• Highest level of administrative and organizational skills is essential


• Strong ability to communicate clearly and effectively in both written and verbal formats


• Extensive background in use of Windows and Microsoft based products


• Ability to maintain strict confidentiality in dealing with client matters


• Ability to be proactive and anticipate issues and problems and work quickly and proactively to solve them


• Must consent to and have favorable consumer report and background check

OTHER ESSENTIAL CANDIDATE TRAITS:

• Knowledge of the Dallas and larger region philanthropic community


• Grants management software experience


• Knowledge of Jack Henry banking software experience


• Willingness to learn, expand responsibility


• Ability to “multi-task”, manage several projects at one time, and follow through to completion


• Desire to work in a rapidly growing business with an extremely high degree of customer service expectations