AIC Holdings · 4 days ago
Executive Assistant / Senior Business Administrator (Family Office)
Fort Worth, TX
Full-time
Onsite
Senior Level
5+ years expAIC Holdings is an established multi-generational family office in Fort Worth, Texas, seeking an exceptional Executive Assistant to support their executive team and family principals. This role involves managing complex responsibilities across business and personal domains while maintaining the highest standards of discretion and confidentiality.
Financial Services
Hiring Manager
Hope Kahan
Responsibilities
Manage complex calendars across multiple time zones for executives and family principals
Arrange sophisticated travel itineraries including private aviation coordination
Serve as primary liaison with other family offices, personal assistants, and business partners
Track important dates, milestones, and manage executive memberships
Screen and prioritize all incoming communications with exceptional judgment
Process expense reports, invoice approvals, and reconcile corporate credit cards
Coordinate with accounting on reimbursements and budget tracking
Maintain comprehensive insurance portfolio database
Oversee document execution including signatures and notarizations
Manage highly confidential filing systems (physical and digital)
Draft, edit, and distribute correspondence, meeting materials, and board packets
Prepare executive summaries from lengthy reports and complex information
Create and maintain organizational charts, contact databases, and relationship maps
Manage virtual meeting platforms and video conferencing for global participants
Lead planning for family office events, meetings, and visiting guest arrangements
Manage business gift programs and coordinate special projects
Track action items from meetings and initiatives
Assist with due diligence processes and confidential deal flow documentation
Qualification
Required
Bachelor's degree or equivalent professional experience
5+ years supporting C-level executives in financial services, private wealth, family offices, or a similar environment
Advanced Microsoft Office proficiency and document management systems expertise
Exceptional written/verbal communication and organizational skills
Proven track record maintaining absolute discretion with sensitive information
Ability to work independently while anticipating needs proactively
Demonstrated ability to manage up and influence without authority
Preferred
Investment fund, direct family office, or UHNW client service experience
Understanding of investment terminology and wealth management concepts
Notary public certification or willingness to obtain
Experience with project management tools
Experience utilizing A.I. to optimize workflow efficiency and outcomes
Benefits
Comprehensive benefits (medical, dental, vision, 401k with match)
Performance-based annual bonus
Paid time off and holidays
Free on-site parking
Exposure to diverse industries and investment strategies
Stable, established family office with an entrepreneurial culture
Company
AIC Holdings
Based in Fort Worth, Texas, AIC Holdings is principally managed capital that seeks to partner with exceptional operators, teams, and companies across identified themes of focus.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase