Executive Assistant & Project Manager: Proactive Ops Lead

The Thompson Organization; Doylestown (Bucks County); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Dental/Vision/RX plans

Life insurance

Disability insurance

401K with match

FSAs

Vacation & holidays

Employee discounts

Job summary

The Thompson Organization is seeking an exceptional Executive Assistant / Project Manager to work directly with a busy principal who oversees multiple businesses, including automotive dealerships, real estate, and property renovations. This is not a traditional admin role; ownership, discretion, and proactive problem-solving are required.

Responsibilities cover executive support, project management, real estate coordination, business operations, and complex travel.

Qualifications

• Experience as an Executive Assistant, Executive Administrator, Project Manager, or similar role.
• Experience supporting a busy executive or entrepreneur is strongly preferred.
• Demonstrated project-management experience.
• Excellent organizational and follow-through skills.
• Strong written and verbal communication.
• Proficiency with Microsoft Office, especially Excel and spreadsheets.
• Ability to learn new technology and systems quickly.
• Valid driver's license and reliable transportation.
• Ability to handle confidential information with discretion.

Responsibilities

• Coordinate meetings, appointments, calls, events and commitments
• Prepare the principal for upcoming meetings, travel and important deadlines
• Monitor emails, correspondence and follow-up items
• Prioritize competing demands and keep important matters from falling through the cracks
• Handle confidential and sensitive information with complete discretion
• Coordinate contractors, vendors, consultants, staff and other professionals
• Track timelines, budgets, deliverables and outstanding issues
• Follow up persistently until tasks are completed
• Identify potential problems before they become problems
• Create systems, checklists and organizational tools where needed
• Assist with real estate-related projects and transactions
• Coordinate property maintenance, renovations, repairs and improvements
• Communicate with contractors, tenants, and vendors.
• Obtain estimates, compare proposals and track projects through completion
• Maintain organized records, contracts, invoices and project information
• Assist with matters involving multiple businesses and investments
• Coordinate information between professionals and vendors
• Research products, services, vendors and solutions when needed
• Prepare documents, spreadsheets, and reports
• Manage follow-up and ensure commitments are completed
• Coordinate complex domestic and international travel
• Research and arrange flights, hotels, transportation, restaurants and activities
• Maintain detailed itineraries
• Anticipate travel-related needs and changes
• Handle last-minute adjustments calmly and efficiently

Skills

Extremely organized

Proactive

Problem solving

Resourceful

Persistent

Flexible

Calm under pressure

Excellent communicator

Discreet and trustworthy

Detail-oriented

Tools

Microsoft Office

Excel

Job description

We are seeking an exceptional Executive Assistant / Project Manager to work directly with a busy principal who manages multiple businesses; including automotive dealerships, real estate holdings, property renovations, and a variety of personal and professional commitments.

This is not a traditional administrative assistant position. We are looking for someone who can take ownership, anticipate needs, solve problems, manage details, and keep multiple projects moving simultaneously.

The ideal candidate is a highly organized, intelligent, resourceful, discreet and a proactive professional.

RESPONSIBILITIES:

Executive Support

• Coordinate meetings, appointments, calls, events and commitments

• Prepare the principal for upcoming meetings, travel and important deadlines

• Monitor emails, correspondence and follow-up items

• Prioritize competing demands and keep important matters from falling through the cracks

• Handle confidential and sensitive information with complete discretion

Project Management

• Coordinate contractors, vendors, consultants, staff and other professionals

• Track timelines, budgets, deliverables and outstanding issues

• Follow up persistently until tasks are completed

• Identify potential problems before they become problems

• Create systems, checklists and organizational tools where needed

Real Estate & Property

• Assist with real estate-related projects and transactions

• Coordinate property maintenance, renovations, repairs and improvements

• Communicate with contractors, tenants, and vendors.

• Obtain estimates, compare proposals and track projects through completion

• Maintain organized records, contracts, invoices and project information

Business & Operational Support

• Assist with matters involving multiple businesses and investments

• Coordinate information between professionals and vendors

• Research products, services, vendors and solutions when needed

• Prepare documents, spreadsheets, and reports

• Manage follow-up and ensure commitments are completed

Travel Management

• Coordinate complex domestic and international travel

• Research and arrange flights, hotels, transportation, restaurants and activities

• Maintain detailed itineraries

• Anticipate travel-related needs and changes

• Handle last-minute adjustments calmly and efficiently

The right candidate will be:

• Extremely organized — you love lists, details and keeping things on track

• Proactive — you anticipate what is needed rather than waiting to be told

• A strong problem solver — you figure things out

• Highly resourceful — you know how to find answers and people

• Persistent — you follow up until something is actually finished

• Flexible — priorities can change quickly

• Calm under pressure — you don't become overwhelmed when several things happen at once

• Technologically capable — comfortable learning and using new software and systems

• An excellent communicator — both written and verbal

• Discreet and trustworthy — absolute confidentiality is essential

• Detail-oriented without losing sight of the big picture

QUALIFICATIONS

• Experience as an Executive Assistant, Executive Administrator, Project Manager, or similar role

• Experience supporting a busy executive or entrepreneur is strongly preferred

• Demonstrated project-management experience

• Excellent organizational and follow-through skills

• Strong written and verbal communication

• Proficiency with Microsoft Office, especially Excel and spreadsheets

• Ability to learn new technology and systems quickly

• Valid driver's license and reliable transportation

• Ability to handle confidential information with discretion

Competitive compensation commensurate with experience and capabilities.

Benefits and additional compensation opportunities to be discussed with qualified candidates.

Thompson employees could work anywhere but they choose to work here, and that's what makes the difference!So, take a look and see if there’s a position right for you to join our family. Experience the Thompson Difference for yourself!

BENEFITS FOR FULL-TIME EMPLOYEES INCLUDE:

• Blue Cross health plans with $0 deductibles, dental, vision and RX plans

• Paid life insurance |Short and long-term disability | 401K plan with company match

• Flexible spending accounts for medical and dependent care | Paid Employee Assistance Program

• Paid vacation, personal days, and holidays

• Employee and family discounts

The Thompson Organization is an equal opportunity employer and drug-free workplace.