Office Administrator & Executive Support Specialist

GFO Home LLC•Dallas, TX

About The Position

GFO Home is seeking a highly organized, proactive, and discreet Office Administrator & Executive Support Specialist to manage the day-to-day operations of our office and provide dedicated administrative and personal assistance to the CEO and other Vice Presidents. This role requires a flexible individual who can seamlessly transition between general office management, light accounting support, and high-level executive assistance, demonstrating exceptional professionalism and attention to detail. Executive and Administrative Support CEO Support (Immediate Priority): When the CEO is in the office, serve as the primary, immediate point of contact and support. Manage and prioritize the CEO’s calendar, scheduling internal and external appointments, meetings, and travel logistics in partnership with Personal Assistant. Coordinate personal needs, including arranging for and managing meals, catering, and other necessities during the workday. Handle sensitive and confidential information with the utmost discretion. Draft, proofread, and manage correspondence from a professional capacity in partnership with Personal Assistant and Family Office Controller General Executive Support: Provide administrative support to other Vice Presidents (VPs) as needed, including scheduling meetings, managing expense reports, and preparing meeting materials. Office Management and Operations Supply Management: Maintain optimal inventory levels of all office supplies, equipment, and kitchen/breakroom items (snacks, beverages, coffee, etc.). Efficiently manage procurement, organization, and distribution. Facility Coordination: Serve as the point person with building personnel to ensure a smooth and functional work environment. Mail and Shipping: Manage incoming and outgoing mail, packages, and deliveries. First Impressions: Ensure the office appearance is impeccable and welcoming for all employees and visitors. Accounts Payable Support Controller Assistance: Provide accounts payable (A/P) support to the Family Office Controller as needed. Process invoices, obtain necessary approvals, and enter data accurately into the accounting system. Assist with vendor statement reconciliation and filing of A/P documents. Ensure compliance with established internal A/P procedures.

Requirements

Proven experience (3+ years) in an administrative or office management role, with significant experience supporting C-level executives.
Exceptional organizational, multitasking, and time management skills.
High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Nice To Haves

Experience with calendaring and basic accounting software is a plus.

Responsibilities

Manage and prioritize the CEO’s calendar, scheduling internal and external appointments, meetings, and travel logistics in partnership with Personal Assistant.
Coordinate personal needs, including arranging for and managing meals, catering, and other necessities during the workday.
Handle sensitive and confidential information with the utmost discretion.
Draft, proofread, and manage correspondence from a professional capacity in partnership with Personal Assistant and Family Office Controller
Provide administrative support to other Vice Presidents (VPs) as needed, including scheduling meetings, managing expense reports, and preparing meeting materials.
Maintain optimal inventory levels of all office supplies, equipment, and kitchen/breakroom items (snacks, beverages, coffee, etc.). Efficiently manage procurement, organization, and distribution.
Serve as the point person with building personnel to ensure a smooth and functional work environment.
Manage incoming and outgoing mail, packages, and deliveries.
Ensure the office appearance is impeccable and welcoming for all employees and visitors.
Provide accounts payable (A/P) support to the Family Office Controller as needed.
Process invoices, obtain necessary approvals, and enter data accurately into the accounting system.
Assist with vendor statement reconciliation and filing of A/P documents.
Ensure compliance with established internal A/P procedures.