Executive Assistant

Executive Assistant, Maronda Homes

Full Time Regular

Imperial, PA.

Position Overview:

The Executive Assistant, Office of the Executives, will provide high-level, confidential executive support to the Chairman, Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chief Financial Officer (CFO). This critical role is designed to significantly enhance the efficiency and operational effectiveness of the executive team.

Primary responsibilities include complex calendar management, coordination with high-profile internal and external stakeholders, and providing crucial administrative and legal support. Given our work in homebuilding, this role requires exceptional organizational skills, meticulous attention to detail, and a strong foundational understanding of contract documentation and legal administration, which are essential to managing diverse projects and sensitive corporate matters.

Reporting Relationship:

Reports to: The Executive Team (Chairman, CEO, COO, and CFO)

The person will be based in Imperial, PA.

Education/Skills/Knowledge Required:

• Bachelor’s degree in Business Administration or a Paralegal certification is highly preferred.
• A minimum of six or more years of professional executive support work history for C-level executives or equivalent paralegal capacity.
• Exceptional organizational skills, meticulous attention to detail, and demonstrated superior judgment in prioritizing complex responsibilities to ensure executive efficiency.
• Strong familiarity with legal concepts, processes, and contract understanding relevant to the construction or homebuilding industry, or a strong interest and ability to rapidly learn.
• Experience with transactions, title work, mortgage, and accounting principles is beneficial.
• Advanced proficiency in Microsoft Office Suite for document preparation, data compilation, and presentation development.
• Excellent written communication skills are required, must possess strong verbal communication and interpersonal skills.
• Proven analytical, critical thinking, and problem-solving abilities.
• Ability to work with high-profile individuals externally, collaborate internally, and maintain absolute confidentiality and discretion at all times.
• Positive, tenacious, action-oriented, and results-focused attitude.

Duties and Responsibilities:

Executive & Administrative Support

The Executive Assistant is tasked with maximizing the productivity and effectiveness of the executive team:

• Manage and prioritize complex calendars for all four executive leaders (Chairman, CEO, COO, and CFO), anticipating scheduling conflicts and coordinating with internal and external stakeholders.
• Coordinate complex domestic and international travel logistics, including itinerary planning and booking.
• Prepare and process detailed expense reports, and compile complex spreadsheets and statistical reports to support executive decision-making.
• Plan, attend, and accurately record minutes for all leadership strategy meetings, Land Committee meetings, and complex event logistics.
• Develop and refine high-quality slide presentations, reports, and internal communications on behalf of the executives.
• Establish and maintain rigorous document repository standards, ensuring all corporate and project documents are meticulously filed and easily retrievable.

Legal and Business Operations Support

This role provides critical corporate legal and administrative support, requiring a strong attention to detail, especially regarding contract management:

• Contract Management and Review: Meticulously draft, review, and edit various complex contracts and legal documents, particularly those related to commercial and residential real estate transactions and joint ventures (JVs).
• Corporate Entity Management: Execute and file corporate and partnership formations, organizational and merger documents, related amendments, foreign registrations/qualifications, name reservations, annual reports, and EIN documentation.
• Act as the professional liaison between the executive team, internal operations teams, and external legal vendors.
• Support operations-related projects, new entity setup, maintenance, and provide essential legal information for prequalification applications and proposals.

Other Attributes

• Highly organized, detail oriented and self-motivated.
• Take initiative to learn and ability to work independently.
• Collaborative mindset and strong interpersonal skills.
• Flexible and resourceful approach.

Travel:

Travel up to 5% Travel (domestically)Physical/Work Requirements

Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

EEO Employer