Executive Assistant & Office Manager

Job Description: Office Manager / Executive Assistant

Overview

The Office Manager / Executive Assistant serves as the operational backbone and cultural leader of the organization. This role ensures the office runs efficiently, supports leadership, develops internal administrative staff, and upholds a professional, service‑oriented environment. The ideal candidate is proactive, accountable, and skilled at keeping people, systems, and alignedp>

Key Responsibilities

1. Office Operations & Cross‑Department Coordination

• Serve as the primary point of communication between leadership, project management, sales, and accounting.
• Coordinate meetings, maintain calendars, and manage daily office workflows.
• Ensure timely submission of internal and external paperwork (COIs, W9s, reports).
• Prepare monthly financial summaries and internal reporting (CBUSA, BTA).
• Hire, onboard, and train administrative team members as the business scales.
• Provide oversight for Accounts Payable, Accounts Receivable, and Operations Coordinator roles.
• Establish clear expectations, accountability, and performance standards.

3. Culture, Events & Community Engagement

• Lead culture-building efforts, team communication, and internal engagement.
• Plan company events, team-building activities, and community service initiatives.
• Champion a positive, service-first office environment.

4. Executive Support

• Manage executive inboxes, calendars, communication, and priorities.
• Support leadership with confidential initiatives and special projects.
• Maintain organized documentation follow-up systems.
• Process invoices, expenses, and payments (QuickBooks & Buildertrend).
• Track project costs, client payments, and maintain clean financial records.
• Support audits, reconciliations, 1099s, and compliance requirements.

6. Reporting & Compliance

• Prepare recurring reports (BTA, CBUSA, NCHBA, cash flow, builder’s risk).
• Support insurance audits, monthly reconciliations, and annual reporting.
• Maintain documentation standards and ensure compliance across operations.
• Oversee office maintenance, supplies, vendor relationships, and service providers.
• Ensure the workspace reflects a professional, polished environment.

Ideal Candidate Profile

Experience & Technical Skills

• 5+ years of administrative, operations, or office leadership experience (construction/design‑build preferred).
• Proient in QuickBooks, Buildertrend, and Google/Microsoft Office.
• Experience hiring, training, and managing administrative staff.
• Strong financial literacy and comfort with reporting and reconciliations.
• Skilled in developing SOPs and managing recurring operational workflows.

Leadership & Soft Skills

• Highly organized, proactive, and calm under pressure.
• Strong communicator with excellent judgment and discretion.
• Service‑minded, people‑focused, and committed to supporting team success.
• Able to hold others accountable while maintaining a positive culture.
• Growth‑oriented and eager to build scalable systems.