Executive Assistant & Office Mgr

Executive Assistant To CEO & Office Manager

With a 40+ year commitment to delivering breakthrough customer experiences, seizing initiatives, achieving results, and continuous learning, our award-winning company, Park Square Homes, has an opportunity for a talented Executive Assistant & Office Manager to join our team. Known for our entrepreneurial spirit, we have a strong culture rooted in trust, integrity, open communication, and respect, and we make it a point to use good judgment, fairness, and common sense to meet our challenges. Attracting top talent who can thrive in a fast-paced, entrepreneurial, family-oriented, efficient, and team-focused environment contributes to our success.

The Executive Assistant & Office Manager at Park Square Homes serves as a trusted operational and strategic partner to the CEO and COO, enabling both executives to focus on high-impact priorities by managing their schedules, communications, and administrative needs with precision and discretion. Beyond executive support, this role owns the day-to-day management of the corporate office environment and partners with the existing Executive Assistant on company-wide and internal events. This individual will also provide select personal support to the CEO and COO as needed. This is a high-trust, high-visibility role that requires exceptional judgment, professionalism, organizational mastery, and the poise to represent executive leadership at every level of the organization.

Key responsibilities include:

• Manage the complex, high-volume calendars of both the CEO and COO with a strong command of their priorities, time sensitivities, and business objectives proactively resolving conflicts and ensuring each executive is set up for every commitment.
• Prepare agendas, briefing documents, presentations, and follow-up summaries that support informed executive decision-making and keep key initiatives moving forward.
• Track commitments, action items, and deadlines across both executives' workstreams, ensuring nothing falls through and that accountability is maintained across all stakeholders.
• Draft and refine executive-level correspondence, internal communications, memos, and reports on behalf of the CEO and COO with accuracy, professionalism, and appropriate voice.
• Arrange complex domestic and international travel itineraries, accommodations, ground transportation, and detailed travel briefings; manage expense reporting promptly and accurately.
• Anticipate needs and proactively resolve potential issues before they escalate, serving as a stabilizing and enabling force within the Office of the CEO and COO.
• Exercise sound judgment in handling sensitive, confidential, and time-critical matters on behalf of both executives.
• Collaborate closely with the existing Executive Assistant and Chief of Staff to ensure continuity, cohesion, and seamless support within the executive function.

Office management responsibilities include:

• Own the day-to-day operations of the corporate office environment, ensuring the space is clean, well-organized, fully stocked, and consistently reflective of the Park Square Homes brand and culture.
• Serve as the primary point of contact for visitors, vendors, and guests at the corporate office, providing a professional, welcoming, and brand-aligned experience at all times.
• Manage office vendor relationships including facilities, supplies, equipment, maintenance, and building management ensuring service levels are met and costs are controlled.
• Maintain organizational systems for office records, documents, contact databases, and filing both digital and physical ensuring information is accessible, current, and secure.
• Oversee office supply inventory, ordering, and distribution; manage incoming and outgoing mail, deliveries, and document handling.
• Coordinate office logistics related to seating arrangements, workspace needs, renovations, and facilities-related requests.
• Process and organize office expense reports, credit card statements, and vendor invoices; escalate any financial discrepancies appropriately.
• Act as a resource for team members with office-related needs, questions, or issues, maintaining a productive and well-supported work environment.

Event planning and coordination includes:

• Partner with the existing Executive Assistant to plan, coordinate, and execute company-wide internal events including employee recognition events, holiday gatherings, town halls, department celebrations, and culture initiatives.
• Manage all event logistics from concept through execution: venue coordination, catering, vendor management, guest communications, setup, and post-event follow-up.
• Plan and execute executive-level meetings, board meetings, leadership retreats, and special gatherings with meticulous attention to detail, timeline management, and a polished outcome.
• Order and coordinate catering for executive meetings and company events, accommodating dietary preferences and restrictions and ensuring all details are handled in advance.
• Manage event budgets and vendor relationships in partnership with the executive team, ensuring events are delivered on time and within budget.

Personal and family office support includes:

• Provide select personal support to the CEO and COO as needed, including scheduling personal appointments, managing personal errands, and handling time-sensitive personal logistics with the highest level of discretion.
• Assist with family office coordination and personal matters in a professional, confidential, and efficient manner, adapting to evolving needs with flexibility and good judgment.
• Run personal and corporate errands as required, managing priorities and logistics effectively across both professional and personal requests.

Communications and stakeholder liaison includes:

• Serve as a professional and credible point of coordination between the CEO, COO, and internal or external stakeholders ensuring communication is timely, clear, and handled with appropriate discretion.
• Facilitate information flow across departments and leadership, following up on action items and ensuring key parties are informed and aligned.
• Represent executive leadership with professionalism and poise in all correspondence and interactions, including with board members, investors, clients, and external partners.
• Handle escalated internal or external matters on behalf of the CEO and COO with sound judgment, empathy, and urgency, resolving issues effectively and keeping leadership informed.

Special projects include:

• Support and independently manage special projects aligned with executive and organizational priorities, including research, coordination, stakeholder communication, and execution.
• Document workflows, decisions, and processes to improve institutional knowledge and operational efficiency.
• Provide regular project updates, track milestones, and follow up with stakeholders to ensure completion and accountability.

Qualifications include:

• Minimum of 5+ years of executive assistant experience supporting C-suite or senior leadership, ideally with dual-executive or multi-principal support experience.
• Demonstrated experience managing office operations, facilities, or an office management function.
• Experience planning and executing corporate events, executive retreats, or company-wide gatherings from concept through completion.
• Comfort with select personal and family office support in a professional and discreet capacity.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar/collaboration tools required.
• Experience in a fast-paced, entrepreneurial, or growth-oriented environment strongly preferred; homebuilding, real estate, or construction background a plus.
• High school diploma required; Bachelor's degree or additional certifications in office administration, business, or a related field preferred.

Skills and competencies include:

• Executive presence and professional poise the ability to represent the CEO and COO with confidence, credibility, and professionalism in any setting, whether fielding a stakeholder call, managing a board meeting, or greeting a guest at the front desk.
• Exceptional judgment and discretion the kind of trusted, instinctive judgment that allows this individual to handle sensitive information, personal matters, and confidential situations without instruction, and without error.
• Organizational mastery the ability to manage two executive schedules, a full office operation, event logistics, and special projects simultaneously without losing accuracy, missing a deadline, or letting anything fall through.
• Proactive anticipation consistently one step ahead of both executives' needs, identifying issues before they arise and resolving them before they disrupt priorities or require escalation.
• Adaptability and composure under pressure stays calm, focused, and effective when priorities shift rapidly, timelines compress, or unexpected challenges arise in either the executive support or office management functions.
• Collaborative partnership works closely and effectively with the existing Executive Assistant and department leaders, contributing to a cohesive, high-functioning executive support team.
• Service orientation genuinely invested in making the CEO, COO, and the entire office team more effective and well-supported, taking pride in every detail and viewing no task as beneath the role.
• Clear and polished communication produces executive-quality written correspondence, communicates with confidence across all levels of the organization, and exercises appropriate judgment about what to say, how to say it, and when.