Executive Assistant and Office Lead

Alliance Defending Freedom • Dallas, TX

2d • Onsite

About The Position

The Executive Assistant and Office Lead supports the Chief Financial Officer (CFO) and the daily operations of Alliance Defending Freedom’s Dallas office. Reporting to the CFO, this role requires discretion and confidentiality, and involves anticipating needs, managing schedules and travel, coordinating internal and external engagements, and providing administrative support as directed. The position is also the central point of contact for Dallas office staff and remote support groups as the office grows. It is suited to someone who enjoys variety and ownership in a smaller, start-up-style environment and can maintain high standards while continuously improving office operations.

Requirements

• Bachelor’s degree in business administration, communications, English, or a related field, or equivalent professional experience.
• At least 3 years of administrative experience.
• Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint, and Adobe Acrobat Pro.
• Ability to build collaborative relationships with executives, staff, vendors, and property management.
• Ability to anticipate the CFO’s and office’s needs and exercise sound judgment in prioritizing access to the CFO, resolving scheduling conflicts, and protecting the executive’s time.
• Ability to work independently, prioritize competing deadlines, and improve office operations, processes, and employee experience.
• Ability to safeguard confidential financial and personnel information.
• Occasional local errands and travel are required.
• Review ADF’s Statement of Faith to ensure alignment with the organization.

Nice To Haves

• Experience as an executive assistant supporting senior leadership, ideally in a finance, professional, or nonprofit environment.
• Professional certification, such as Certified Administrative Professional (CAP), preferred but not required.

Responsibilities

• Manage the CFO’s schedule, calendar, travel, and expenses.
• Manage internal and external correspondence, including communications with auditors, banking partners, outside executives, and ADF board members.
• Track key finance dates, including month- and quarter-end close, the annual audit, budget cycle, board reporting, and tax filings, and help ensure the CFO is prepared and deadlines are met.
• Prepare agendas and financial packets for finance and audit committee meetings, and coordinate meeting logistics.
• Handle signature and approval requests, including contracts, wire authorizations, insurance renewals, and vendor agreements; maintain electronic and hard-copy files.
• Review and approve expense reports and PTO requests for the CFO’s Finance direct reports.
• Perform related duties and special projects as assigned.
• Serve as the primary administrative contact for the Dallas office, coordinating with internal departments, vendors, and building management.
• Support meeting and event logistics, including room setup, catering, and AV, as well as larger events requiring landlord sign-off.
• Serve as the landlord/property manager contact for maintenance requests and repairs, submitting and following up on work orders through the tenant portal.
• Communicate building policies, including freight elevator hours, delivery windows, and after-hours access, and coordinate access for maintenance staff and vendors.
• Assist with office moves and reconfigurations, and maintain vendor contact lists for services not covered by the landlord, such as cleaning and coffee/water.
• Process mail and packages, coordinate with couriers, and maintain shipping logs.
• Run occasional local errands and travel as required.

Benefits

• 100% covered medical and dental insurance.
• Medical and dependent care reimbursement.
• Paid disability coverage.
• Long-term care insurance.
• Life insurance.
• 401(k) plan with a 4% company match.
• Paid time off.
• 12 paid holidays each year.
• Competitive compensation and a comprehensive benefits package to support well-being and growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level