Administrative Assistant

Position Summary

The Executive Assistant serves as a trusted partner to the Chief Executive Officer and President, providing high-level administrative, operational, and strategic support for Modular Building Group, its affiliated commercial division, Commercial Modular Group, and retail division, America's Factory Built Homes.

This position plays a critical role in supporting executive leadership across a diverse organization that includes modular and manufactured housing manufacturing, commercial modular construction, and multi-location retail home sales operations. The Executive Assistant acts as a central point of coordination for executive communications, strategic initiatives, leadership meetings, and cross-company projects while maintaining the highest level of confidentiality and professionalism.

The ideal candidate is highly organized, proactive, capable of managing competing priorities, and comfortable working with leaders, managers, customers, vendors, lenders, and professional advisors across multiple business entities.

Essential Duties and Responsibilities

Executive Leadership Support

· Provide direct administrative support to the CEO and President.

· Manage complex calendars, appointments, meetings, and executive schedules.

· Coordinate travel arrangements, accommodations, itineraries, and expense reporting.

· Prepare correspondence, presentations, reports, meeting agendas, and executive briefing materials.

· Screen and prioritize communications, including emails, phone calls, and requests for executive attention.

· Maintain confidentiality regarding business operations, financial information, personnel matters, acquisitions, and strategic initiatives.

· Track and monitor executive action items, priorities, and follow-up tasks.

Multi-Company Coordination

· Facilitate communication and coordination among:

o Modular Building Group

o Commercial Modular Group

o America's Factory Built Homes

· Coordinate information gathering and reporting from multiple departments and business units.

· Assist executive leadership in managing initiatives that impact manufacturing, retail, commercial construction, finance, and operations.

· Monitor project deadlines and ensure timely completion of executive requests.

Strategic and Operational Support

· Support strategic planning initiatives, growth objectives, and organizational projects.

· Coordinate leadership meetings and assist in tracking progress toward company goals.

· Prepare executive dashboards, business summaries, and key performance reports.

· Conduct research and compile information for executive review and decision-making.

· Assist with special projects including acquisitions, expansion opportunities, new locations, and operational improvements.

Meeting & Board Administration

· Coordinate executive staff meetings, leadership meetings, and management retreats.

· Prepare agendas, presentations, supporting documentation, and meeting minutes.

· Maintain records of action items and follow up with responsible parties.

· Assist with board meeting preparation and corporate governance documentation as needed.

Stakeholder Relations

· Serve as a professional liaison between executive leadership and:

o Customers

o Vendors

o Manufacturers

o Lenders

o Attorneys

o Auditors

o Investors

o Community leaders

o Government agencies

· Coordinate executive visits to manufacturing facilities, retail locations, and commercial project sites.

· Assist with industry conferences, trade shows, customer events, and corporate functions.

Administrative Operations

· Maintain executive files, contracts, confidential records, and corporate documents.

· Develop and improve administrative systems and procedures to increase organizational efficiency.

· Coordinate office support activities for executive leadership.

· Assist with company events, employee recognition programs, and executive initiatives.

· Perform other duties and special projects as assigned.

Qualifications

Education

· Associate's degree or Bachelor's degree in Business Administration, Communications, Management, or related field preferred.

· Equivalent work experience may be substituted for formal education.

Experience

· Minimum of 3-5 years of executive-level administrative support experience.

· Experience supporting a CEO, President, Owner, or senior executive team preferred.

· Experience in manufacturing, construction, housing, real estate development, retail operations, or related industries is highly desirable.

· Experience supporting multiple business entities or divisions is preferred.

Knowledge, Skills & Abilities

· Exceptional organizational, project management, and time-management skills.

· Strong business writing, editing, and communication abilities.

· Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

· Ability to manage multiple priorities and changing demands.

· Strong problem-solving and decision-making skills.

· Ability to work independently with minimal supervision.

· High level of professionalism, discretion, and integrity.

· Strong interpersonal skills and the ability to build positive relationships throughout the organization.

· Attention to detail and commitment to accuracy.

Preferred Attributes

The successful candidate will be:

· A proactive and forward-thinking business partner.

· Highly trustworthy and capable of handling sensitive information.

· Comfortable working in a fast-paced, entrepreneurial environment.

· Effective at coordinating activities across multiple companies and locations.

· Resourceful, adaptable, and solution-oriented.

· Committed to supporting the growth and success of Modular Building Group.