AIC Holdings - Executive Assistant / Senior Business Administrator

Position Overview

AIC Holdings is an established multi-generational family office in Fort Worth, Texas with a diverse portfolio spanning operating companies, public markets, alternative investments, and real estate. We are seeking an exceptional Executive Assistant to support our executive team and family principals, reporting directly to the COO. This is an in-office position (Monday – Friday, with occasional evening flexibility required) where the Executive Assistant will join a small and collaborative team of 10-15 professionals.

This cornerstone position requires extraordinary judgment, sophisticated organizational skills, and the ability to seamlessly manage complex responsibilities across business and personal domains. You will serve as a trusted partner to our leadership while maintaining the highest standards of discretion and confidentiality.

The ideal candidate will thrive in anticipating needs, transforming complexity into simplicity, and navigating the unique dynamics of significant family wealth with grace and professionalism. This is more than an administrative role—it's an opportunity to directly impact the preservation and growth of a lasting family legacy while gaining unparalleled exposure to diverse business ventures and investment strategies.

Learn more at:  https://aicholdings.com/

Key Responsibilities

Executive & Calendar Management

• 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

Financial & Administrative Operations

• 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)

Communication & Documentation

• 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

Project & Event Coordination

• 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

Required Qualifications

• 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 Qualifications

• 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

Core Competencies

• Discretion: Unwavering commitment to confidentiality and ethical conduct
• Professional Presence: Polished demeanor for interactions with UHNW individuals and senior professionals
• Adaptability: Flexibility to adjust priorities and manage multiple urgent requests
• Problem-Solving: Resourceful solutions-oriented approach
• Emotional Intelligence: Navigate complex family and business dynamics with tact and sophistication

What We Offer

• Competitive base salary based on experience
• 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

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.