Executive Assistant in Dallas, Texas at VANCE STREET MANAGEMENT LLC

Job Summary

Vance Street Capital is a leading middle-market private equity firm focused on finding, acquiring, growing, and ultimately selling North American high-technology manufacturing companies. Our mission is to create shareholder value by partnering with great management teams and companies and facilitating growth by sharing best practices and resources.

This individual will be responsible for a variety of executive administrative tasks in a busy, deadline-driven environment where multitasking and stress management skills are essential. They must be detail-oriented and technology-savvy, with strong proficiency in Microsoft Office products, sophisticated communication and organizational skills, and the highest level of confidentiality and professionalism.

Essential Job Functions (See Addendum)

• Manage daily office operations, ensuring smooth functionality of all admin. processes.
• Provide high-level administrative support to partners and senior management.
• Manage complex leadership calendars across multiple time zones, including scheduling meetings, coordinating travel arrangements, and prioritizing time-sensitive matters.
• Coordinate internal and external meetings, including portfolio board meetings, strategy sessions, finance calls, investor presentations, and portfolio company reviews.
• In conjunction with corporate travel agencies, research, plan, coordinate, and book extensive domestic and international travel, including flights, hotels, and ground transportation, for various leaders or clients.
• Prepare and edit correspondence, presentations, and reports with high diligence.
• Manage confidential and sensitive information with the highest level of discretion.
• Plan and execute client meetings, due diligence sessions, and investor events.
• Support annual meetings, conferences, and firm-sponsored events.
• Serve as liaison between executives and internal departments, portfolio companies, investors, and external stakeholders.
• Evaluate internal operational processes, identifying opportunities to enhance efficiency and effectiveness.
• Ensure timely submission of receipts for expenses related to day-to-day office activities, event planning, and travel.
• Manage IT work tickets and desktop support for the corresponding assigned team members
• Assist with IT projects and other back-office projects as requested.
• Assist accounting, finance, business development, and other functional teams as needed with end-of-year reporting.
• Proactively and professionally collaborate with other Executive Assistants.
• Manage visitor access, ensure professional client experience, and coordinate events
• Coordinate and manage external service providers.
• Coordinate with building management and manage facility-related issues.
• Manage office supplies, equipment procurement, and inventory control.
• Plan and execute client meetings, due diligence sessions, and investor events.
• Fire warden responsibilities for the office building.
• Onboarding/Offboarding employees with office access, parking, and related apps.
• Assist with special projects and ad hoc requests as needed.

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education: High School degree. College degree preferred

Experience:

• Previous experience in an executive administrative position required.
• Excellent organizational skills with deep attention to detail
• Multitasking and time-management skills, with the ability to prioritize tasks
• Very articulate, professional, and assertive in verbal and written communications
• Independently motivated and assertive, reaching out to executives that you don’t know
• Highly motivated and self-driven personality required; must be able to produce without constant supervision
• Ability to be resourceful and proactive when issues arise
• Intermediate to advanced experience with Microsoft Office tools such as Outlook, Excel, Word, and PowerPoint
• Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment
• Private Equity experience a plus!

Other skills and abilities required include:

To perform this job successfully, the individual must satisfactorily perform each essential duty. Reasonable accommodations could be made to enable individuals with disabilities to perform the essential functions.

1. LANGUAGE SKILLS: Ability to read, analyze, and interpret complex documents. Ability to write reports, business correspondence, and procedure manuals. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to effectively present information and respond to questions as needed.
2. MATHEMATICAL SKILLS: Ability to work with mathematical concepts. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
3. REASONING ABILITY: Ability to apply logical or scientific thinking principles to a wide range of intellectual and practical problems. Ability to deal with a variety of abstract and concrete variables. Ability to deal with nonverbal symbolism (formulas, graphs, etc.) in its most difficult phases.

Physical/Mental Requirements.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit, to stand, walk, and use hands and must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision. The noise level in the work environment is typically low.

Travel: Less than 10% Travel.