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 role is also the central point of contact for the Dallas office, coordinating with local staff and remote support groups as the office grows. It is suited to someone comfortable with a varied, small-office environment who takes ownership, pursues continuous improvement, and anticipates office needs. The position manages the CFO’s schedule, travel, expenses, correspondence, key finance deadlines, meeting preparation, approvals, records, and Finance-team expense and PTO reviews. It also coordinates Dallas office administration, vendors, property-management requests, building access and policies, office events and changes, and mail and shipping.

Requirements

Bachelor’s degree in business administration, communications, English, or a related field, or equivalent professional experience.
At least 3 years of administrative experience; ideally experience as an executive assistant supporting senior leadership in a finance, professional, or nonprofit environment.
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 use sound judgment to prioritize access to the CFO, resolve scheduling conflicts, and protect the executive’s time.
Ability to work independently, prioritize competing deadlines, and improve office operations, processes, and employee experience while safeguarding confidential financial and personnel information.
Occasional local errands and travel are required.

Nice To Haves

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, annual audit, budget cycle, board reporting, and tax filings—and 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, and 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, and coordinate larger events requiring landlord sign-off.
Contact the landlord or property manager about maintenance and repairs, and submit and follow up on work orders through the tenant portal.
Communicate building policies to staff and coordinate building access for maintenance staff and vendors.
Assist with office moves and reconfigurations, and maintain contact lists for vendors providing services not covered by the landlord.
Process mail and packages, coordinate with couriers, and maintain shipping logs.