Administrative Assistant

Provident•Dallas, TX

2d•$65,000 - $75,000•Onsite

About The Position

We are seeking a highly capable, discreet Administrative Assistant to support a business unit within a larger corporate environment. This role is ideal for a polished, detail‑driven professional who thrives in a fast‑moving setting and can seamlessly shift between running a meeting agenda, preparing an investor‑ready presentation, and coordinating a complex multi‑city trip. This individual brings a forward-thinking mindset, embraces AI as part of their daily workflow to streamline tasks and enhance productivity, and enjoys finding efficiencies to enhance department operations. This role requires full-time, on-site presence and involves regular movement between office areas, interaction with employees, site presence, interaction with visitors, and hands-on support of department operations.

Requirements

5+ years of experience as an Administrative Assistant, paralegal, or similar role supporting a leadership or attorney
Must have demonstrated, hands-on fluency with AI tools — Claude AI and Microsoft Copilot are our daily stack, and comparable ChatGPT experience transfers well. We are looking for practical daily use, not just familiarity
Advanced skills in PowerPoint and Word; able to produce and edit polished, board-ready materials independently
Proven experience coordinating complex domestic and international travel
Exceptional organization, follow-through, and written communication skills
High discretion and sound judgment when handling confidential business and personal information

Nice To Haves

Paralegal background or certification preferred, though not required; comfort with contracts, correspondence, and legal-style documents
Experience in commercial real estate is a plus, though not required

Responsibilities

Build and distribute meeting agendas; coordinate calendars and scheduling across internal teams, clients, brokers, lenders, and outside counsel
Prioritize scheduling requests and protect leadership's time; coordinate with other assistants across the firm
Manage and prioritize the leadership inbox and calendar, flagging what's urgent and handling routine items independently
Draft, proofread, and organize correspondence, contracts, and other documents, applying strong attention to legal and business details
Serve as a liaison between department leadership and internal teams, clients, vendors, and external partners.
Prepare meeting materials (briefing memos, background research, and pre-reads) so leadership walks into every meeting fully prepared
Design, create, and edit polished PowerPoint decks for board meetings, investor updates, and client pitches
Use Claude AI and Microsoft Copilot as part of your daily workflow to accelerate research, drafting, summarization, and document preparation
Arrange all business travel — flights, hotels, ground transportation, and detailed itineraries — with the ability to adjust quickly as plans change
Coordinate and plan client and investor meetings, tours, and dinners
Prepare expense reports; enter travel and other receipts for payment by the accounting department
Support the Asset Management team with onboarding of newly acquired assets — coordinating with third parties and internal teams
Assist with coordinating signatures for legal and transaction documents
Apply sound business judgment when priorities shift or information is incomplete
Maintain strict confidentiality across sensitive business, legal, and personal matters
Handle confidential tasks and additional projects as assigned, with occasional after-hours availability