Executive Assistant

Executive Assistant to the Owner

Company: LeoTerra Development | LeoTerra Siteworks | Spyre Homes
Reports To: Owner
Employment Status: Full-Time
Location: Kernersville, NC

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Owner across multiple companies. This position is responsible for executive scheduling, business communications, land acquisition and closing coordination, document management, and supporting company initiatives.

The ideal candidate is patient, proactive, highly organized, and capable of anticipating needs, independently managing priorities, and ensuring consistent follow-through. This role requires someone who can think ahead, adapt to changing priorities, and take initiative without constant direction.

Essential Duties & Responsibilities

Executive Support

• Manage the Owner's business calendar, appointments, meetings, and professional commitments.
• Organize and prioritize emails, correspondence, and requests requiring executive attention.
• Coordinate documents requiring the Owner's review, approval, or signature.
• Maintain organized executive records and confidential business documentation.
• Proactively track outstanding decisions, deadlines, and commitments, ensuring timely follow-up.
• Coordinate business travel, meetings, and company-related events.

Land Acquisition & Closing Coordination

• Assist with coordinating land acquisitions, loan closings, and other real estate transactions.
• Maintain communication with attorneys, brokers, sellers, lenders, appraisers, engineers, and other involved parties.
• Track acquisition contract deadlines, including earnest money deposits, due diligence periods, and closing dates.
• Coordinate required closing documentation, amendments, title and escrow matters, and other transaction requirements.
• Assist with acquisition loans, development loans, equipment loans, and lot sale closings.
• Maintain organized records of executed agreements, closing documents, and related correspondence.

Administrative & Development Support

• Coordinate preparation, execution, and organization of development-related documents, including easements, agreements, and permit applications.
• Assist with tracking permitting requirements, fees, and supporting documentation.
• Maintain electronic records of contracts, amendments, and closing binders.
• Coordinate with internal departments and external parties to obtain required information and documentation.
• Assist with maintaining development and acquisition tracking reports.

Asset Management & Business Coordination

• Coordinate communication with property management companies, real estate brokers, and investment partners as directed.
• Assist with maintaining asset management records, reports, and tracking documents.
• Support the Owner with business initiatives, special projects, and operational priorities.
• Follow up with department leaders regarding outstanding requests and action items.
• Identify upcoming deadlines and potential challenges before they become issues.

Qualifications & Experience

• 3–5 years of administrative or executive support experience preferred.
• Previous experience supporting a business owner or senior executive strongly preferred.
• Experience in construction, land development, or related industries is a plus.
• Proficiency in Microsoft Outlook, Word, Excel, and other office applications.
• Excellent communication, organizational, and time-management skills.
• Ability to handle confidential information with discretion and professionalism.

Key Competencies & Expectations

• Patience & Persistence: Demonstrates patience and professionalism while proactively following up on outstanding matters to ensure timely completion and resolution.
• Proactive Thinking: Anticipates needs, identifies priorities, and takes action without constant direction.
• Accountability: Takes ownership of responsibilities and ensures tasks are completed.
• Adaptability: Remains flexible and composed when priorities or schedules change.
• Problem-Solving: Identifies challenges and recommends practical solutions.
• Confidentiality: Exercises sound judgment and discretion with sensitive company information.
• Professionalism: Communicates effectively and represents the Owner and organization positively.