Executive Administrative Assistant

EXECUTIVE ASSISTANT 

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The Effectus Group (Fort Worth Office) 

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Reports to: Managing Principals (2) and Officer Leaders (2) 

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Employment Type: Full-time in office 

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Compensation: Commensurate with Experience 

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ABOUT US 

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The Effectus Group (TEG) is an owner's representation and project management firm. We guide complex design and construction projects for developers, brands, cultural institutions, and public agencies. Experience is everything for our brand. We want a collaborative, thoughtful, and organized working experience. We treat our clients, consultants, and project teams the way a five-star property treats its guests: removing friction before it is felt, and handling every interaction with precision, polish, and discretion. Nothing at TEG should ever feel improvised. We strive to be a firm that is process-driven, tenacious, and better than the rest. We are growing and looking for someone who wants to grow with us! 

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THE ROLE 

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We are looking for an Executive Assistant to support our Co-Founders and senior management. Consider yourself a concierge to the executive team. Your role is hospitality applied to a professional services firm. You are the person who makes complicated days run effortlessly. You are anticipatory, not reactive: the calendar conflicts were resolved, the materials are already printed and bound, the car is already waiting, the dietary restriction was already noted, before anyone had to ask.  

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This role requires composure under pressure, and a genuine sense of ownership over the experience our people and our clients have with us. If you take quiet pride in being the reason everything ran beautifully, you will do well here. 

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RESPONSIBILITIES 

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Scheduling and Coordination 

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• Manage the executive staff’s calendars, including internal and external meetings, site visits, and other appointments, anticipating conflicts and navigating multiple offices and time zones 
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• Manage travel logistics & track expenses for executives & senior staff 
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• Track and organize tasks, follow-ups, and ongoing priorities to keep projects moving forward 
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• Manage meeting requests from staff, clients, and collaborators 
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• Coordinate internal staff meetings and one-on-ones  
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• Coordinate special events and limited aspects of the Partner’s personal responsibilities as needed  
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Back Office Operations 

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• Aggregate partner & employee timesheets & track billable hours against project fees 
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• Collect expense reports while partnering closely with office accountant 
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• Serve as a key point of contact for new hires, technology setup and day-to-day office management 
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• Proofread and format documents: presentations, proposals, reports, emails 
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• Manage Docusign workflows 
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• Take ownership of ad hoc projects and support the executive and broader team as needed 
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• Assist with meeting coordination & setup: scheduling, printing & plotting, logistics, catering, AV setup 
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Qualifications and Experience: 

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• 5+ years of experience as an executive assistant 
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• Sees executive support as a craft and long-term career 
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• Absolute discretion and confidentiality when handling sensitive information 
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• Sound judgment in diverse situations, paired with exceptional written and verbal communication skills 
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• A sense of urgency and comfort adjusting on the fly as priorities shift. Thrives in “organized chaos”. 
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• Proficiency with Google Suite (Docs, Sheets, Slides, Forms), database management, and online collaboration 
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• Extremely detail-oriented, organized, proactive, and dependable 
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• Team-oriented, humble, and operates with a no-ego, team-first mentality 
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• Exceptional multitasking, time management, and organizational skills 
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• Able to use AI strategically, but critically. You are the final author of your work product (content & tone of voice). 
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What Success looks like 

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• You make the team’s lives easier. Meetings, travel & documentation feel streamlined. 
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• Leadership can assign tasks with minimal oversight and trust that it is completed to a high standard of care. 
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• Both offices feel connected and supported 
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• You can anticipate needs without being asked and offer solutions 
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• You help enforce high standards for the team: Thoughtful, organized, collaborative 
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