Executive Assistant and Office Lead

Make a difference with us! At Alliance Defending Freedom, we believe God has brought you here for His purpose—to stand for truth and defend the God-given right to live and speak it. Together, we protect religious freedom, free speech, the sanctity of life, marriage and family, and parental rights. Review our Statement of Faith to ensure we’re a fit for you.

Team Overview

The Executive Assistant & Office Lead will support the Chief Financial Officer (CFO) and daily operations of ADF’s Dallas office. Reporting to the CFO, this role requires exceptional discretion and confidentiality while anticipating needs, managing schedules and travel, coordinating internal and external engagements, and providing administrative support to the CFO as directed. This role also serves as the central point of contact for the Dallas office for local staff and remote support groups as the Dallas office continues to grow.

The role suits someone who enjoys the variety and ownership of a smaller, start-up-style environment, where no two days look quite the same. It demands excellence and continuous improvement, along with a proven ability to anticipate the office's needs.

Key Responsibilities

Executive Support

• Manage the CFO’s schedule, calendar, travel, and expenses.
• Manage internal and external correspondence, including with auditors, banking partners, outside executives, and ADF board members.
• Track key finance dates (month- and quarter-end close, annual audit, budget cycle, board reporting, tax filings) and ensure the CFO is prepared and deadlines are met.
• Prepare agendas and financial packets for finance and audit committee meetings, and coordinate logistics.
• Handle frequent signature and approval requests (contracts, wire authorizations, insurance renewals, vendor agreements) and maintain electronic and hard copy files.
• Review and approve expense reports and PTO requests for the CFO’s Finance direct reports.
• Perform related duties and special projects as assigned.
• Serve as the primary administrative contact for the Dallas office, coordinating with internal departments, vendors, and building management.
• Support meeting and event logistics (room setup, catering, AV), including larger events requiring landlord sign-off.
• Serve as the landlord/property manager contact for maintenance requests and repairs, submitting and following up on work orders through the tenant portal.
• Communicate building policies (freight elevator hours, delivery windows, after-hours access) to staff and coordinate access for maintenance staff and vendors.
• Assist with office moves and reconfigurations, and maintain vendor contact lists for services the landlord doesn’t cover (cleaning, coffee/water).
• Process mail and packages, coordinate with couriers, and maintain shipping logs.

Minimum Qualifications

• Bachelor's degree in business administration, communications, English, or a related field, or equivalent professional experience.
• 3+ years of administrative experience, ideally as an executive assistant supporting senior leadership in a finance, professional, or nonprofit environment.
• Proficient in Microsoft Suite (Word, Outlook, Excel, PowerPoint) and Adobe Acrobat Pro.
• Ability to build collaborative relationships with executives, staff, vendors, and property management; anticipate the CFO’s and office’s needs; and exercise sound judgment in prioritizing access to the CFO, resolving scheduling conflicts, and protecting the executive’s time.
• Ability to work independently, prioritize competing deadlines, and improve office operations, processes, and employee experience, while safeguarding confidential financial and personnel information.
• Occasional local errands and travel required.

Preferred Qualifications

• Professional certification, such as Certified…