Executive Operations & Family Office Manager

Job description

Position Purpose The Executive Operations & Office Manager serves as the operational backbone for DCU executive leadership and PGSH Holdings LLC, ensuring that critical administrative, financial, property, compliance, and organizational matters are managed with accuracy, discretion, and follow-through. The role owns the coordination of executive support, family office administration, and cross-functional business processes that enable leaders to focus on strategic priorities. The primary result is a well-organized, highly responsive environment where important commitments, deadlines, records, and decisions are visible, supported, and executed without things falling through the cracks. Act in a position of trust with direct exposure to confidential Company, ownership, and family-office information. Must demonstrate unquestionable integrity, sound judgment, discretion, and fiduciary stewardship in handling sensitive financial, legal, strategic, personnel, and personal matters. Key Responsibilities Executive Leadership Support ·Coordinate executive calendars, meetings, travel, communications, and confidential administrative matters for leadership across DCU and ADS. ·Prepare leadership meeting materials, capture key decisions and action items, and ensure timely follow-up on assigned administrative commitments. ·Schedule quarterly conversation reviews, annual performance reviews, leadership meetings, customer visits, vendor visits, and company events. ·Administer the qualified charity donations flowing through the East Texas Communities Foundation. Family Office & Entity Administration ·Maintain complete and accurate records for PGSH Holdings LLC and related entities, including ownership documents, operating agreements, insurance policies, loans, leases, registrations, and compliance records. ·Track annual filings, tax deadlines, agricultural exemptions, insurance renewals, and other entity obligations to ensure timely completion and compliance. ·Organize secure document management systems that provide reliable access to critical business, family, property, and legal records. Financial & Advisor Coordination ·Manage bill payment workflows, approved fund transfers, financial documentation, and information requests supporting the CPA, bookkeeper, and ownership group. ·Coordinate relationships and deliverables with CPAs, attorneys, bankers, insurance providers, lenders, property managers, and other professional advisors. ·Review financial summaries and CPA-prepared reports, identify items requiring attention, and elevate questions, decisions, or exceptions to ownership. Property & Asset Administration ·Oversee the administrative management of company and family-owned properties by tracking taxes, insurance, maintenance activities, utilities, vendor agreements, and recurring obligations. · Coordinate property projects, service providers, inspections, permits, and records to ensure assets remain organized, protected, and properly maintained. Success Measures Measure Target or Standard Executive & Administrative Support Leadership meetings, quarterly conversations, annual reviews, travel arrangements, and key events are scheduled and supported accurately, with materials and follow-up completed by agreed-upon deadlines. Compliance & Obligation Management 100% of tax filings, annual reports, insurance renewals, agricultural exemptions, licenses, and recurring obligations completed by deadline with no missed compliance items. Records & Information Management Entity, property, insurance, loan, lease, banking, and legal records are current, organized, secure, and retrievable within one business day when requested. Monthly Ownership Visibility Monthly dashboard delivered by the established reporting date with accurate information regarding cash balances, payables, upcoming deadlines, property matters, compliance items, and decisions requiring action. Qualifications Required Preferred Education: Associate degree in Business Administration, Office Administration, Accounting, Finance or a related field. Experience: 5+ years of experience in executive administration, office management, operations coordination, family office administration, accounting administration, property administration, or a related role. Experience supporting senior leaders and managing highly confidential information. Knowledge and Skills: Strong organizational, planning, and follow-through skills. Ability to manage complex calendars, meetings, travel, and executive priorities. Ability to read and understand financial statements, budgets, invoices, and supporting financial documentation. Strong written and verbal communication skills. Demonstrated attention to detail and accuracy. Proficiency in Microsoft 365, including Outlook, Teams, Excel, Word, SharePoint, and OneDrive. Ability to establish and maintain filing systems, records, and administrative controls. Strong judgment, discretion, and problem-solving abilities. Ability to work independently while coordinating effectively across departments and external partners. Licenses or Certifications: Valid driver's license and ability to travel locally as needed. Notary Public certification Education: Bachelor's degree in Business Administration, Finance, Accounting, Management, or a related field. Experience: Experience working within a family-owned business, family office, privately held company, or multi-entity organization. Experience supporting an executive leadership team. Experience managing LLC records, compliance filings, insurance administration, and property-related documentation. Experience coordinating with CPAs, attorneys, bankers, lenders, insurance brokers, and other professional advisors. Experience supporting real estate, ranch, agricultural, or property management activities. Experience preparing executive dashboards, reporting packages, and ownership summaries. Knowledge and Skills: Knowledge of bookkeeping principles, bill-pay processes, and financial administration. Familiarity with QuickBooks, ERP systems, banking platforms, or accounting software. Knowledge of business entity administration, annual filings, and compliance requirements. Experience with SharePoint document management and process improvement. Familiarity with EOS meeting administration and leadership support processes. Licenses or Certifications: [If applicable] Physical Requirements •Ability to sit, stand, walk, bend, reach, or use hands for the required frequency • Vision, hearing, communication, or mobility requirements essential to the role Working Conditions •Office •Travel, schedule, overtime, on call Disclaimer This job description summarizes the general nature and level of work expected. It is not intended to include every duty, responsibility, or qualification. Door Controls USA may revise responsibilities or assign additional duties based on business needs. This document does not create a contract of employment or alter the at will employment relationship, where applicable. At Door Controls USA, we are always on the lookout for passionate individuals who thrive in dynamic environments. We seek team members who are dedicated to excellence & innovation in the automatic & manual door industry. Ideal candidates should bring a blend of technical skills, customer-focused attitudes, & a willingness to learn & grow with us. Whether you're an experienced professional or just starting out, we offer opportunities to build a rewarding career within a supportive & inclusive workplace. Guided by our mission of Opening Doors for Generations & grounded in our core values—Together We Thrive, Do What You Say, Do the Right Thing, Better Every Day, and Get'er Done—we strive to make a lasting impact for our customers & communities. Join us in delivering high-quality solutions & services to our customers nationwide. Benefits Package Offered for full-time employees: Medical Dental Vision Accidental Insurance Critical Illness Supplemental Life Insurance Short Term Disability Long Term Disability 401K + Company Match Legal Shield