Executive Assistant Job at Valid8 Financial, Inc. in Town of Texas

Overview

Vista Site Selection, LLC is dedicated to helping companies select the most advantageous and economically viable real estate sites on which to expand existing operations or develop future locations. Backed by Vorys’ tax and economic development incentives group – one of the largest law practices of its kind in the United States – our multidisciplinary team works seamlessly as a one-stop shop to provide comprehensive and customized client service.

Position Summary: Vista Site Selection is seeking an Executive Assistant to join our growing team. The Executive Assistant will play a key role in supporting the Vista Site Selection team and ensuring the smooth operation of the business. This position combines high-level executive support with hands-on office management and financial coordination.

Responsibilities

• Provide support and leadership to the Vista team by proactively managing complex calendars, coordinating high-level meetings, arranging travel logistics, and preparing polished correspondence, reports, and presentations.
• Oversee and optimize office operations, vendor relationships, and administrative workflows while ensuring compliance with company policies and alignment with organizational priorities.
• Interpret and implement operating policies and procedures; recommend improvements to systems such as record keeping, reporting, and performance standards to drive efficiency and consistency.
• Manage and analyze expense reporting, invoicing, and bookkeeping activities, partnering with leadership and external finance teams to maintain accurate records.
• Serve as a key point of contact for internal and external communications, ensuring accuracy, professionalism, and alignment with leadership priorities.
• Support and lead special projects, research, and initiatives that contribute to the company’s growth and culture.

Knowledge, Skills, and Abilities

• 3+ years of experience in an administrative, executive assistant, or office management role (startup, tech, or small company experience a plus).
• Strong organizational, time management, and multitasking skills with attention to detail.
• Proficiency with office productivity tools (e.g., Google Workspace or Microsoft Office; experience with expense/invoicing tools preferred).
• Basic knowledge of expense management and invoicing processes.
• Excellent written and verbal communication skills; able to interact professionally with executives, clients, and vendors.
• High level of discretion when handling sensitive information.
• Proactive, adaptable, and resourceful, comfortable wearing multiple hats in a fast-paced environment.

Education and Experience

• Bachelor's degree in a related discipline (Business Administration, Communications, HR, Finance, Accounting) or a combination of equivalent education and experience required.
• 3-5 years of experience in a similar field is required.

Alignment with Core Values and Expectations

Alignment with core values, including: 1) delivering the best advice to our clients and providing timely responsiveness, 2) holding accountability for commitments made, 3) showing respect for our clients and colleagues, 4) devoting attention to detail, and 5) embracing humor and humility.

Must maintain a commitment to teamwork. If applicable, the willingness to work outside a regular work schedule is required.

Equal Opportunity Employer

Vista Site Selection, LLC (Vista) does not discriminate in hiring or terms and conditions of employment because of an individual’s sex (including pregnancy, childbirth, and related medical conditions), race, age, religion, national origin, ancestry, color, sexual orientation, gender identity, gender expression, genetic information, marital status, military/veteran status, disability, or any other characteristic protected by local, state or federal law. Vista only hires individuals authorized for employment in the United States.