Hybrid Executive Support Specialist en Freese and Nichols
Freese and Nichols · Fort Worth, Estados Unidos De América · Hybrid
- Senior
- Oficina en Fort Worth
Freese and Nichols is looking for an Executive Support Specialist to join our team in our headquarters location in Fort Worth, Tx. 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.
About Freese and Nichols
At the heart of our culture is our LEADS values (Learn continuously, Engage as family, Act with integrity, Deliver quality, and Serve always). Each year, our employee engagement survey confirms that our leaders and our employees live our values.
We strive to be the firm of choice for clients and employees through innovative approaches, practical results, and outstanding service. For more than 130 years, we have been planning and designing the infrastructure our communities need: developing water supplies, designing roadways and bridges, preparing for natural disasters, and much more.
Besides our comprehensive benefits package (see more at https://www.freese.com/services/benefits-that-work/), we offer paid overtime for salaried employees, an annual bonus, and access to company cabins in Red River, New Mexico. We are proud of our flexible work environment which includes a hybrid schedule with up to 40% of remote work, and an alternative work schedule program which provides a day off every other Friday.
Join our team of 1,300+ employees as we grow from Virginia to Colorado. Learn more about working here at https://www.freese.com/careers/.
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.
