Financial Advisory - Executive Assistant
Kestra Holdings•Houston, TX
•Onsite
About The Position
The Executive Assistant is a highly organized and proactive professional responsible for supporting day-to-day administrative and operational needs of the firm. This role serves as a central point of coordination across vendors, office logistics, scheduling, and executive support, ensuring efficient office operations and a seamless internal experience.
Requirements
- Strong organizational and time management skills with the ability to multitask and prioritize effectively
- High level of attention to detail and follow-through
- Excellent written and verbal communication skills
- Proficiency with Microsoft Office Suite and familiarity with business systems (e.g., scheduling platforms, CRM tools)
- Ability to solve problems independently and proactively address operational needs
- Professional discretion when handling confidential information
Nice To Haves
- Experience supporting executives or managing office operations preferred
Responsibilities
- Provide comprehensive administrative support, including calendar management, appointment scheduling, and travel coordination
- Manage vendor relationships, including onboarding, rate comparisons, renewals, and cancellations
- Serve as liaison between building management and the firm, coordinating access, communications, insurance updates, and compliance-related information
- Oversee office operations, including supply tracking and ordering (office supplies, groceries, mailing materials) and coordinating meeting logistics such as catering and accommodations
- Support technology and systems administration, including managing subscriptions, maintaining equipment (mailing machines, printers, etc.), coordinating service requests, and assisting with general troubleshooting
- Administer internal platforms and tools such as OnceHub and RingCentral, including scheduling management, updates, and troubleshooting coordination
- Track and process administrative financial items, including forwarding invoices, managing subscription expenses, logging service tickets, and locating missing receipts
- Handle incoming and outgoing mail, maintain records (e.g., gift logs, device logs, shred certificates), and ensure documents are properly saved in SharePoint
- Assist with firm events and employee support tasks, including onboarding logistics, gift coordination, and internal communications
- Support leadership and staff with additional administrative, operational, and IT needs as they arise
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
