Administrative Assistant

Position Summary

The Executive Assistant is responsible for providing high-level administrative support and assistance to the C-Suite. Coordinates activities for the C-Suite and ensures the timely flow of information to and from the executive office. Handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. Perform tasks that are diverse and advanced. Special projects may require flexibility with schedule based on the priorities, deadlines, and needs of the business.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Schedules meetings, coordinates calendars, and makes travel arrangements for executives.
• Answers and screens telephone calls, arranges conference calls, and greets visitors.
• Acts as a point of contact between executives and employees/clients.
• Conserves executive staff’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
• Maintains contact/address database information, updates appropriately, and identifies ways to improve current systems.
• Provides general administrative support such as organizing and maintaining files, bookkeeping tasks, scanning and copying documents, and ordering supplies.
• Promptly responds to requests for additional information or support and assists with special projects as requested.
• Prepares agendas for meetings, assists with research, prepares reports, develops content, creates presentations, and coordinates meetings.
• Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Handles sensitive and confidential information in a professional and discreet manner.

Key Performance Indicators (KPIs)

• Executive calendar accuracy and scheduling effectiveness
• Timeliness and quality of executive communications and deliverables
• Executive satisfaction and stakeholder responsiveness
• Accuracy of reports, correspondence, and presentations
• Adherence to confidentiality and governance standards

Education / Experience

• Bachelor's degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Qualifications

• Excellent communication skills.
• Strong organizational skills with the ability to think proactively and organize work.

Competency

• Adaptability – Adapts to changes in the work environment; manages competing demands; and responds effectively to frequent change or unexpected events.
• Customer Service – Responds promptly to requests; demonstrates professionalism; meets commitments and service expectations.
• Organizational Support – Follows policies and procedures; completes administrative tasks accurately and on time; supports organizational values and goals.
• Planning and Organizing – Prioritizes and plans work activities; uses time efficiently; organizes resources and people effectively.
• Quality – Demonstrates accuracy and thoroughness; monitors work to ensure quality; actively seeks improvement opportunities.
• Teamwork – Builds positive working relationships; supports team success; gives and welcomes feedback; contributes to a collaborative environment.
• Computer Skills - Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook).

Work Environment & Physical Requirements

• Office setting onsite Monday – Friday 8- 5 PM
• Ability to remain in a stationary position for prolonged periods
• Ability to operate a computer and standard office equipment
• Ability to lift to 10–20 lbs. (paper boxes, office supplies)
• Visual acuity required for reviewing financial data
• Standard office noise levels
• Travel requirements

Equal Employment Opportunities

TWFG is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other protected characteristic.

Disclaimer

This job description is not intended to cover all activities, duties, responsibilities and standards of the position and may change at any time with or without notice. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

TWFG (NASDAQ: TWFG) is a high-growth, independent distribution platform for personal and commercial insurance in the United States and represents hundreds of insurance carriers that underwrite personal lines and commercial lines risks. For more information, please visit twfg.com.

Pay: $35,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Please answer all questions, thank you. Only candidates who answer all questions will be considered.

This position is primarily on-site / hybrid based in The Woodlands, TX office, Monday–Friday. Are you able and willing to work in this arrangement?

• Yes
• No

• Are you currently authorized to work in the United States for any employer?
• Yes
• No

• This position does not offer employment-based visa sponsorship now or in the future. Will you require visa sponsorship (e.g., H-1B, TN, E-3) at any time?
• Yes
• No

• What are your base salary expectations for this role?
• How many years of experience do you have providing direct administrative support to executives or senior leadership (C-suite or equivalent)?
• What best describes your experience managing complex executive calendars with competing priorities?
• Limited experience
• Some experience
• Strong experience managing multiple executives

• How comfortable are you handling highly sensitive and confidential information for senior leaders?
• Not comfortable
• Somewhat comfortable
• Very comfortable

• How frequently have you drafted executive-level communications, correspondence, or presentations on behalf of senior leaders?
• Never
• Occasionally
• Frequently

• What is your experience supporting leadership presentations (e.g., board decks, executive meetings) using PowerPoint?
• Basic formatting only
• Intermediate (editing and polishing content)
• Advanced (creating executive-ready decks)

• What level of experience do you have coordinating complex travel arrangements (flights, hotels, itineraries, changes) for executives?
• No experience
• Some experience
• Extensive experience

• How comfortable are you working in a fast-paced environment with shifting priorities and urgent, time-sensitive requests?
• Not comfortable
• Somewhat comfortable
• Very comfortable

• Describe your experience supporting special projects or initiatives beyond core administrative responsibilities.
• Limited experience
• Moderate experience
• Extensive experience

Work Location: In person