Executive Assistant

Clayton Services•Houston, TX

27d•Onsite

About The Position

Clayton Services is seeking a highly organized and proactive Executive Assistant to join a well-established private family office in downtown Houston. This is a unique opportunity for a detail-oriented administrative professional who enjoys working in a small, collaborative environment and taking ownership of a broad range of organizational, records management, and operational responsibilities. The ideal candidate is a resourceful self-starter who is highly proficient in Microsoft Excel, enjoys creating structure and organization, and is comfortable learning new processes and responsibilities. This is not a traditional Executive Assistant position centered around calendar and travel management. The role will focus heavily on maintaining records, tracking information and deadlines, organizing files, supporting corporate and asset-related administration, and ensuring important details do not fall through the cracks.

Requirements

Exceptional organizational skills with strong attention to detail and accuracy.
Advanced proficiency in Microsoft Excel with the ability to confidently maintain schedules, trackers, lists, and detailed records.
Proficiency in Microsoft Word, Outlook, Teams, Adobe Acrobat, and general office technology.
Strong records management and document organization skills.
Ability to develop logical electronic filing structures and maintain organized digital and physical records.
Strong ability to manage multiple priorities, deadlines, entities, and projects simultaneously.
Proactive mindset with the ability to anticipate needs and identify items requiring follow-up.
Quick learner who is comfortable being introduced to unfamiliar terminology, processes, and responsibilities.
Ability to retain information and independently apply previously learned processes.
Sound judgment and the ability to work independently with minimal supervision.
High degree of discretion and professionalism when handling confidential and sensitive information.
Strong written and verbal communication skills.
Resourceful problem-solving skills and willingness to ask thoughtful questions when needed.
Flexible and adaptable approach to changing priorities and responsibilities.
Collaborative, team-oriented attitude with a willingness to assist wherever needed.
Comfortable working in a small office where responsibilities may extend beyond a narrowly defined job description.
Consistently professional and positive when interacting with colleagues and outside parties.
3+ years of administrative, executive support, records management, corporate administration, or related professional experience required.
High school diploma or equivalent required.

Nice To Haves

Previous experience supporting a family office, financial services organization, professional services firm, corporate office, or similarly confidential environment is highly preferred.
Experience maintaining detailed Excel schedules, trackers, databases, or asset records strongly preferred.
Experience with corporate records, entity management, corporate governance, real estate administration, investments, or records management is a plus but not required.
Prior experience working with multiple companies, entities, properties, accounts, or other detailed records is a plus.
Candidates must be comfortable learning corporate and administrative processes that may be new to them.
associate's or bachelor's degree preferred.

Responsibilities

Maintain and update detailed Excel schedules, trackers, asset lists, and other organizational records.
Maintain accurate and organized electronic and physical files across multiple companies, properties, investments, and administrative areas.
Assist with the ongoing development and improvement of electronic filing systems, including creating logical folder structures and maintaining consistent document organization.
Download, organize, review, and maintain documents from online portals and third-party systems.
Scan, digitize, organize, and properly file historical and current company records.
Maintain corporate entity records and internal checklists, including information related to registered agents, ownership, officers, directors, identification numbers, and other organizational details.
Track corporate filings, registrations, annual requirements, and other deadlines to ensure obligations are completed accurately and timely.
Assist with maintaining corporate governance documentation, including written consents, meeting materials, corporate records, and related documentation.
Maintain real estate and other asset schedules, including property information, tax assessments, valuation information, and supporting documentation.
Track property tax notices, assessments, deadlines, and related records to help ensure no properties or obligations are overlooked.
Maintain organized records associated with investments, assets, real estate, and other family office activities.
Prepare and organize materials for board and committee meetings, including meeting packets, supporting documentation, and electronic records.
Proofread documents and perform accurate data entry and document preparation as needed.
Coordinate with executives, accounting personnel, outside advisors, registered agents, and other internal and external resources as necessary.
Handle incoming and outgoing mail and assist with general office administration.
Proactively identify missing information, incomplete records, upcoming deadlines, and opportunities to improve organization and processes.
Provide administrative and project support to team members as priorities arise.
Perform additional responsibilities as needed in a small, collaborative office environment.