Executive Support Specialist

Executive Support Specialist

Freese and Nichols is looking for an Executive Support Specialist to join our team in our headquarters location in Fort Worth, Texas. The Executive Support Specialist (ESS) serves as a trusted partner to the Executive Leadership Team, delivering high-level administrative support that ensures operational continuity, optimized time management, and seamless coordination across functions. This role is responsible for managing complex calendars, coordinating travel, and executing confidential, high-priority tasks with professionalism, discretion, and precision.

Core Responsibilities

Executive & Operational Support

• Manage and prioritize complex executive calendars, resolving conflicts and aligning time with leadership priorities to ensure effective time management.
• Coordinate domestic travel arrangements, including booking flights, accommodations, and ground transportation for executives.
• Prepare and distribute meeting agendas, briefing materials, and executive packets; track follow-up items for accountability.
• Process executive expense reports, vendor invoices, and coordinate approvals with accounts payable.
• Maintain visibility for support in the Office of the President; assist with printing, mailing, and documentation for firm leadership.

Communication & Confidentiality

• Screen and manage incoming communications (calls, messages, emails) with tact and discretion.
• Draft, edit, and format correspondence, memos, presentations, and other documents to ensure accuracy and professionalism.
• Handle confidential and sensitive information with the utmost integrity.
• Act as a liaison between executives, staff, and external stakeholders, promoting timely and professional engagement.

Meeting & Event Coordination

• Working collaboratively with the Executive Team each year to develop and maintain a comprehensive list of meetings to schedule and support throughout the executives’ calendars.
• Coordinate logistics for firm-wide and leadership events, including venue selection, catering, lunch reservations, AV, and day-of execution.
• Register executives for conferences and arrange hotel and travel accommodation as needed.
• Maintain corporate and meeting calendars to ensure alignment across groups.

Internal Tools & Administrative Processes

• Manage email notifications for special projects assigned and assist with gift card distribution.
• Support internal funding documentation, reminders, and routing for executive approvals.
• Update and maintain email distribution lists and office-wide communications tools.
• Support special projects, research, and ad hoc requests from the executive team.

Qualifications

• High school diploma or equivalent
• 5+ years of experience in a high-level executive support or administrative operations role.
• Experience supporting C-suite or senior-level executives in a professional services or consulting environment.
• Familiarity with corporate event planning, budget tracking, and internal process improvement.
• Understanding of firmwide communication systems, leadership schedules and planning rhythms, and executive-level operations.

Preferred Qualifications:

• Bachelor’s degree in business administration, communications, or a related field preferred
• Notary designation is preferred.

Freese and Nichols is firmly committed to Equal Employment Opportunity (EEO) and prohibits employment discrimination for employees and applicants based upon race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.