Executive Operations & Family Office Manager

Door Controls USA•Ben Wheeler, TX

30d•Hybrid

About The Position

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.

Requirements

Associate degree in Business Administration, Office Administration, Accounting, Finance or a related field.
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.
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.
Valid driver's license and ability to travel locally as needed.
Notary Public certification

Nice To Haves

Bachelor's degree in Business Administration, Finance, Accounting, Management, or a related field.
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 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.

Responsibilities

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.
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.
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.
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.