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Executive Assistant

Clayton Services
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Houston, TX, USA
Sep 18, 2026
Full-Time
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.

Job Type: Direct Hire
Pay Rate: $75,000 - $95,000
Benefits: Medical, dental, vision, 401(k) w/ match, life, disability, paid parking, PTO, and more.

Executive Assistant 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.
Executive Assistant Skills and Abilities:
  • 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.
Executive Assistant Education and Experience:
  • 3+ years of administrative, executive support, records management, corporate administration, or related professional experience required.
  • 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.
  • Previous Executive Assistant, Administrative Coordinator, Corporate Administrator, Records Coordinator, or similar experience will be considered.
  • 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.
  • High school diploma or equivalent required; associate's or bachelor's degree preferred.
  • Must be available to work onsite five days per week in downtown Houston.
Executive Assistant - Immediate need. Apply today!
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