Executive Assistant and Office Lead

Dallasfull time

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Remote

senior

H1B: no

Alliancedefendingfreedom Executive Assistant and Office Lead at Alliance Defending Freedom supporting the CFO and Dallas office operations. Manages schedules, travel, correspondence, and office logistics.

Responsibilities

Executive Support
Manage the CFO’s schedule, calendar, travel, and expenses.
Manage internal and external correspondence, including with auditors, banking partners, outside executives, and ADF board members.
Track key finance dates (month- and quarter-end close, annual audit, budget cycle, board reporting, tax filings) and ensure the CFO is prepared and deadlines are met.
Prepare agendas and financial packets for finance and audit committee meetings, and coordinate logistics.
Handle frequent signature and approval requests (contracts, wire authorizations, insurance renewals, vendor agreements) and maintain electronic and hard copy files.
Review and approve expense reports and PTO requests for the CFO’s Finance direct reports.
Perform related duties and special projects as assigned.
Serve as the primary administrative contact for the Dallas office, coordinating with internal departments, vendors, and building management.
Support meeting and event logistics (room setup, catering, AV), including larger events requiring landlord sign-off.
Serve as the landlord/property manager contact for maintenance requests and repairs, submitting and following up on work orders through the tenant portal.
Communicate building policies (freight elevator hours, delivery windows, after-hours access) to staff and coordinate access for maintenance staff and vendors.

Qualification

3+ years of administrative experienceProficient in Microsoft Suite (WordAbility to work independentlyProfessional certificationAt Alliance Defending FreedomWant to Know More About ADF?

Required

Bachelor's degree in business administration, communications, English, or a related field, or equivalent professional experience.
3+ years of administrative experience, ideally as an executive assistant supporting senior leadership in a finance, professional, or nonprofit environment.
Proficient in Microsoft Suite (Word, Outlook, Excel, PowerPoint) and Adobe Acrobat Pro.
Ability to build collaborative relationships with executives, staff, vendors, and property management; anticipate the CFO’s and office’s needs; and exercise sound judgment in prioritizing access to the CFO, resolving scheduling conflicts, and protecting the executive’s time.
Ability to work independently, prioritize competing deadlines, and improve office operations, processes, and employee experience, while safeguarding confidential financial and personnel information.
Occasional local errands and travel required.

Preferred

Professional certification, such as Certified Administrative Professional (CAP), preferred but not required.
At Alliance Defending Freedom, we offer competitive compensation and a comprehensive benefits package to support your well-being and growth. Our benefits include 100% covered medical and dental insurance, medical and dependent care reimbursement, paid disability, long-term care, life insurance, and a 401(k) plan with a 4% company match. We prioritize work-life balance with paid time off and 12 paid holidays each year.
Want to Know More About ADF?