We are a luxury custom builder experiencing rapid growth, transitioning from a small to mid-sized company. With 30+ employees and an ambitious CEO leading multiple business ventures, we operate in a fast-paced, high-pressure environment that demands exceptional organization, adaptability, and discretion. We are not a faith-based organization; however our CEO’s and company values align according to biblical principles and convictions.
Position Overview: We are seeking a highly skilled and motivated Executive Assistant to provide seamless personal and professional support the CEO of a luxury custom home building company. This role requires an individual who thrives in high-performance environments, has impeccable organizational skills, and can confidently manage multiple priorities with discretion and efficiency despite an evolving landscape. This individual must have experience working for entrepreneurial leaders in fast-paced environments, particularly during periods of significant growth. The ideal candidate is a proactive problem-solver with a strong ability to anticipate needs, streamline operations, and act as an extension of the CEO.
Key Responsibilities:
Executive Support
- Serve as the primary point of contact and gatekeeper for the CEO, managing communications, priorities, and scheduling.
- Coordinate and manage a complex calendar across multiple businesses and personal commitments.
- Prepare and organize high-level meetings, including agendas, presentations, minutes, and follow-ups.
- Assist in business development activities, including market research, proposal preparation, and client engagement.
- Develop and maintain organized systems for files, documents, and communications to enhance efficiency.
- Act as a liaison between the CEO and other team members, ensuring clear communication and follow-through on tasks and projects.
- Support the management of multiple LLCs, ensuring alignment with overall business goals.
- Anticipate needs and proactively address potential challenges or opportunities.
Business Operations & Project Management
- Support the CEO in overseeing operations of the luxury custom building company, ensuring alignment with strategic goals.
- Assist with key projects, research, and initiatives across multiple businesses.
- Track and manage deadlines, deliverables, and action items to maintain operational excellence.
- Implement and refine systems and processes to increase efficiency.
- Conduct industry research and compile reports for business decision-making.
Personal Assistance & Lifestyle Management
- Manage personal appointments, travel, family schedules, and lifestyle needs.
- Coordinate complex travel itineraries, reservations, and event planning.
- Handle personal errands, purchases, and household/vendor management.
- Oversee philanthropic, social, and community engagements as required.
- Assist with preparation, coordination and facilitation of ministry-related tasks and activities.
Key Result Areas (KRAs):
- Administrative Efficiency
- Timely and accurate management of the CEO’s calendar, ensuring optimal time management.
- Efficient handling of correspondence and communication.
- Business Development Support
- Contribution to the growth of the business through proactive identification of new opportunities.
- Preparation of high-quality proposals and presentations that align with company objectives.
- Personal Assistance
- Effective management of personal tasks, contributing to a balanced workload for the CEO.
- High satisfaction level of the CEO regarding personal assistance.
- Communication and Collaboration
- Foster a collaborative environment among team members and stakeholders.
- Ensure that all communications are clear, concise, and timely.
- Organizational Development
- Implementation of organized systems for document management and project tracking.
- Continuous improvement of operational processes within the office.
Qualifications:
- Proven experience as an Executive Assistant or in a similar role supporting C-level executives, preferably in the construction or luxury industries.
- Exceptional organizational skills and attention to detail.
- Strong communication skills, both verbal and written.
- Ability to work independently and take initiative in a fast-paced environment.
- Proficiency in office software (e.g., Microsoft Office Suite, project management tools).
- A proactive mindset with a strong business acumen.
- Discretion and confidentiality in handling sensitive information
- Minimum 5+ years of experience as an Executive Assistant to a high-level CEO, preferably in an entrepreneurial or high-growth environment.
- Experience supporting executives in construction, real estate, luxury markets, or related industries is a strong plus.
- Ability to handle the intensity of a fast-moving, high-pressure executive role.
- Strong business acumen, with the ability to anticipate needs and problem-solve proactively.
- Exceptional organizational and time-management skills, with the ability to juggle multiple priorities.
- Excellent communication skills (written and verbal), with high emotional intelligence.
- Strong proficiency in Microsoft Office Suite, Google Suite, and project management tools.
- Discretion, integrity, and the ability to handle sensitive information with professionalism.
- Flexible and available to support CEO beyond traditional office hours when needed.