Executive Office Manager

Immediate Request for Applicants

Executive Office Manager

Location: Latham, NY (In-office at Prescott Holdings Headquarters)

Position Type: Full-time

Compensation: Competitive salary, commensurate with experience

Job Summary

The Executive Office Manager manages the administrative operations of Prescott Holdings and provides coordinated support across its operating companies. Working directly with the CEO and leadership team, this person takes ownership of recurring administrative responsibilities, tracks priorities and deadlines, and follows through with employees, managers, and outside vendors to ensure work is completed.

This is a hands-on role for someone who can establish organized processes, anticipate administrative needs, resolve routine issues independently, and bring decisions requiring leadership input forward with clear information.

Executive & Administrative Operations

• Serve as the primary administrative point of contact for the CEO.
• Track executive priorities, open projects, commitments, and action items through completion.
• Coordinate communication and follow-up between the CEO, CFO, President, General Manager, and operating company managers.
• Coordinate meetings, prepare documentation, capture action items, and follow up with responsible parties.
• Own recurring daily, weekly, monthly, and annual administrative tasks and checklists.
• Maintain a centralized calendar of renewals, inspections, required submissions, and other deadlines.

Processes, Systems & Documentation

• Create, organize, and maintain administrative processes, SOPs, policies, and checklists.
• Work with leadership and operating managers to document recurring responsibilities and improve handoffs.
• Maintain centralized task trackers and provide regular updates on outstanding items, deadlines, and issues requiring decisions.
• Maintain organized company records in SharePoint and other shared systems, including contracts, leases, insurance documents, and employee files.
• Coordinate with outside IT providers on technology issues, system access, telephone routing, and shared office equipment.
• Identify administrative gaps and implement practical improvements that strengthen organization and accountability.

HR & Payroll Administration

• Coordinate employee onboarding and offboarding, including approved offer letters, required paperwork, I-9 documentation, system access, and checklists.
• Administer ADP employee information and coordinate payroll changes and required inputs with accounting and operating managers.
• Follow up on outstanding timesheets and payroll documentation; obtain approvals from the designated managers.
• Maintain confidential employee records, benefits documentation, and required policy acknowledgments.
• Coordinate with benefits, insurance, and risk management providers on employee-related administrative matters.
• Track required training and coordinate drug-testing program notices, employee roster changes, and completion records.

Accounting & Billing Administration

• Collect vendor invoices, enter them into Bill.com, and route them for appropriate review and approval.
• Follow up on missing invoices, receipts, credit card expense documentation, and other accounting requirements.
• Coordinate recurring intercompany billing, including preparing and submitting invoices using amounts approved by accounting or management.
• Maintain supporting documentation for recurring charges, vendor arrangements, and administrative expenses.
• Learn designated billing systems and provide backup billing support when needed, including aircraft maintenance billing.
• Work with accounting and operating managers to resolve administrative billing questions and keep required submissions current.

Insurance, Lease & Airport Coordination

• Maintain a centralized inventory of insurance policies across the entities, including covered assets, providers, renewal dates, and supporting documents.
• Coordinate with brokers and leadership ahead of renewals and follow through on outstanding coverage questions.
• Support efforts to organize coverage, align renewal dates, and consolidate providers where appropriate.
• Maintain airport and tenant lease records, amendments, renewal information, and related correspondence.
• Serve as an administrative contact for tenant requests, airport maintenance issues, and outstanding facility projects.
• Track requests through resolution and coordinate with designated personnel on keys, access paperwork, inspections, and related documentation.
• Support leadership with records and follow-up needed for lease reviews and negotiations.

Office & Vendor Management

• Manage office supplies, inventory, forms, records, and shared administrative resources.
• Maintain an organized and professional office environment.
• Coordinate routine cleaning, plant care, office upkeep, and service vendor follow-up.
• Maintain vendor contacts and address routine service issues.
• Coordinate facility-related administrative needs with operating managers and venue management.
• Special Projects & Cross-Company Support
• Support workforce development initiatives by coordinating meetings, documentation, commitments, and progress tracking.
• Assist leadership and accounting with documenting and administering approved employee incentive plans.
• Provide administrative support for special projects across Prescott Holdings and its operating companies.
• Establish backup procedures for essential administrative responsibilities.

Working Relationships & Authority

This role owns administrative coordination and follow-through. It works closely with accounting and operating managers, who retain responsibility for financial decisions, payment approvals, employee supervision, technical operations, and regulatory decisions within their areas. The Executive Office Manager is expected to resolve routine matters within established authority and promptly escalate issues requiring leadership approval.

Qualifications

• Experience in office management, executive support, or administrative operations.
• Strong organization, attention to detail, and consistent follow-through.
• Ability to manage responsibilities across multiple businesses and competing priorities.
• Clear written and verbal communication skills.
• Comfortable working directly with executives, managers, employees, tenants, and outside vendors.
• Ability to work independently, identify problems, and drive tasks to completion.
• Experience with Microsoft Office, SharePoint, ADP, Bill.com, or task-management systems preferred.
• Ability to learn new systems and document repeatable processes.
• Discretion when handling confidential business, employee, and financial information.

Pay: $65,000.00 - $85,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person