Job Description

Job Description

Overview

Ace Resources is seeking a highly capable and trusted Executive Assistant to support the Owner and Office of our client across both business and personal fronts. This role is ideal for someone who thrives in a fast-paced, high-accountability environment, brings strong organizational and basic financial acumen, and enjoys balancing personal/family support with business coordination.

The position will be responsible for managing multi-entity administration, including scheduling, very basic financial administration, digital file management, meeting follow-up, and household/family logistics. This is a critical role that requires absolute discretion, proactive problem-solving, and a disciplined ability to create and maintain systems.

Key Responsibilities

Planning

• Manage calendars, scheduling, and meeting coordination

• Coordinate travel logistics (personal and business)

• Support family planning (appointments, childcare, household services)

Administrative

• Manage basic bill pay and vendor payments across several small entities (real estate, family office)

• Maintain expense records, basic transactions, and support QuickBooks/financial reporting workflows

• Assist with light bookkeeping, monthly reconciliations, and finance document preparation

• Coordinate with CPA’s, attorneys, bankers, and advisors as needed

Meetings & Communication

• Prepare agendas, materials, and logistics for meetings

• Capture meeting notes and translate into action items with deadlines

• Maintain and track follow-ups across business and family initiatives

• Manage personal contact CRM

Digital Systems & File Management

• Maintain and optimize IT systems (M365: Outlook, OneNote, To Do, SharePoint, Copilot)

• Organize and manage digital filing systems across entities (SharePoint, OneDrive)

• Support workflow dashboards, task lists, and reporting systems

Project & Workflow Coordination

• Track progress across multi-entity initiatives (real estate, aviation, investments, family planning).

• Anticipate needs, identify gaps, and proactively implement solutions.

Ideal Candidate

The ideal candidate is intuitive, resourceful, systems-minded, and highly trusted and discreet, with the ability to operate seamlessly across both business and personal fronts. They thrive in an environment where priorities shift quickly, and they excel at keeping complex calendars, projects, and workflows organized.

Key traits and attributes:

• Proactive and anticipatory (acts before being asked)

• Tech savvy and general interest in integrating the latest systems to save time

• Knack for seeing around corners and basic analytics or research

• Detail-oriented with strong follow-through discipline

• Trustworthy, discreet, and comfortable handling sensitive financial and personal information

• Balanced approach: can handle both strategic tasks (meeting prep, financial tracking) and tactical tasks (errands, scheduling)

Required Skills & Experience

• Proficiency in Microsoft 365 (Outlook, To Do, OneNote, SharePoint)

• Huge advantage if candidate has experience working Tableau or PowerBI

• Familiarity with QuickBooks Online and financial administration

• Strong organizational and project management skills

• Excellent written and verbal communication

• Experience supporting executives in high-stakes, multi-entity environments preferred

Schedule & Work Style

• Full-time position

• Office located in Oklahoma City; some flexibility for remote/digital work

• Monday–Friday with occasional after-hours responsiveness required

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About the Family Office

Our client's organization was established to manage business and personal investments across energy services, real estate, aviation, and family investments. The company’s mission is to provide long-term stewardship of assets, strategic growth initiatives, and integrated family management. The Executive Assistant role is central to ensuring organizational excellence and enabling ownership to remain focused on the highest priorities.

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