Executive Assistant-Middle Market

Responsibilities:

• CALENDAR & SCHEDULING

• Orchestrate complex calendar management for senior leadership — scheduling, prioritizing, and resolving conflicts to ensure the most critical and time-sensitive matters receive appropriate attention.
• Organize and coordinate meetings end-to-end, including logistics, catering, preparation of materials, distribution of agendas, and tracking follow-up action items to completion.
• Coordinate candidate interview scheduling in partnership with Talent Acquisition, aligning availability across managers and ensuring a seamless candidate experience.

• CLIENT EXPERIENCE & EVENT COORDINATION

• Ensure client meetings are planned and executed flawlessly — coordinating logistics, materials, catering, and technology to deliver a premier client experience.
• Plan and coordinate client events, conference registrations, town halls, and leadership off-sites in partnership with internal teams, tracking timelines and deliverables to completion.
• Coordinate with team members and clients to ensure smooth operations across all client-facing and event activities, serving as a trusted point of contact throughout.
• Prepare and submit AP requests for sponsorships and events
• Process Event/Marketing purchase card transactions via Coupa
• Send and manage Quail Camp DocuSign invitations

• COMMUNICATION & CORRESPONDENCE

• Screen and prioritize incoming emails, phone calls, and visitor inquiries with a polished, professional demeanor, identifying purpose and routing to the appropriate party or department.
• Draft, edit, and prepare high-quality written communications on behalf of leadership, including emails, memoranda, briefing documents, agendas, and executive presentation decks.
• Maintain strong, trusted relationships with clients, team members, and key stakeholders across the assigned line of business and geography.

• TRAVEL MANAGEMENT

• Arrange and manage all domestic and international travel logistics — including flights, hotels, ground transportation, and detailed itineraries — and process associated expense reports accurately and on time.

• SOFTWARE PLATFORM ADMINISTRATION & OFFICE MANAGEMENT

• Coordinate, maintain, and manage business software platforms as needed — serving as the primary go-to resource for adding new users, resolving user issues, fielding platform questions, and ensuring team-wide adoption and data accuracy.
• Utilize Salesforce to support utilization tracking, reporting, and data entry as required by the business, maintaining accuracy and timeliness of records.
• Process invoices and expense reports, ensuring accuracy and adherence to internal financial policies and timelines.
• Coordinate with Corporate Real Estate on seating assignments for new and existing team members, maintaining an organized and professional workspace environment.
• Manage mailroom duties including package pickup and distribution for supported floors.
• Maintain supply inventory, oversee workspace readiness, and ensure a well-organized, professional office environment within the assigned executive area.

• NEW HIRE ONBOARDING & ACCESS COORDINATION

• Coordinate end-to-end new hire onboarding logistics — ensuring desk and computer setup, security badge creation, system access provisioning, and HR onboarding call scheduling are completed before Day 1.
• Greet new hires on their first day, serve as their initial point of contact, and ensure a seamless and welcoming onboarding experience.
• Coordinate new hire access requests with IT and relevant teams to ensure smooth, timely provisioning of all required systems and tools.

• CROSS-FUNCTIONAL SUPPORT & OTHER DUTIES

• Act as a liaison between the assigned line of business, executives, and other departments — facilitating communication, resolving inquiries, and ensuring alignment across teams.
• Collaborate with and provide backup support to other Executive Assistants across the firm, contributing to broader corporate events and ensuring continuity of executive support.
• Safeguard confidential and sensitive information at all times, exercising sound judgment and the highest standards of professional integrity in every interaction.
• Perform additional tasks as assigned to support executive and organizational needs.
• Collaborate with and provide backup support to other Executive Assistants across the firm, contributing to broader corporate events and ensuring continuity of executive support across lines of business and geographies.
• Safeguard confidential and sensitive information at all times, exercising sound judgment and the highest standards of professional integrity in every interaction.

• Parking & Access Management

• Manage and ensure equitable and safe distribution of Office parking assignments, including adding/removing employees and collecting required documentation
• Oversee building security access requests and removals
• Serve as Office’s point of contact for Security and Building Management, including coordination with TCB facilities to ensure completion of any issues

• Procurement & Ordering

• Manage InReach orders (beverages, cutlery, and daily breakroom supplies)
• Place Office Depot orders for office essentials, paper, and business supplies

The duties listed above are the essential functions, or fundamental duties within the job classification.  The essential functions of individual positions within the classification may differ. Texas Capital Bank may assign reasonably related additional duties to individual employees consistent with standard departmental policy.Texas Capital is an Equal Opportunity Employer.