Company Description
Gatehouse Design and Developments specializes in designing and building high-quality homes with a focus on craftsmanship and attention to detail. Dedicated to enhancing how people live, the team prioritizes thoughtful planning and livability in every project, ensuring a seamless homeowner experience. By collaborating with highly skilled professionals, Gatehouse upholds a strong commitment to quality and precision. Every project reflects pride in workmanship and a passion for creating homes that embody character and meaning. The team’s values are grounded in respect, skill, and a mission to elevate industry standards.
About the Role
We’re looking for a highly capable, innovative Executive Assistant who will serve as a true partner to the CFO—not just maintain systems, but add value, improve processes, and think strategically about how finance and operations support our growth.
This role blends high-level executive support with hands-on finance operations (AR/AP, QuickBooks Online, project tracking) plus light legal/transactional coordination across multiple entities and joint ventures. You’ll work in-office and be deeply embedded in the day‑to‑day engine of the business.
This is ideal for someone who:
- Understands the big picture behind the numbers and structures.
- Enjoys building and improving systems, not just following them.
- Likes working with multiple entities, org charts, and deal structures in a fast-moving real estate environment.
Key Responsibilities
Executive Support to the CFO
- Manage the CFO’s calendar, meetings, and priorities across multiple projects, entities, and partners.
- Organize and prepare materials for lender, investor, and internal finance meetings (agendas, financial summaries, supporting documents).
- Draft, edit, and organize emails and correspondence on behalf of the CFO, maintaining a professional tone with lenders, investors, attorneys, and partners.
- Anticipate information and support needs—proactively surface issues, deadlines, and opportunities for improvement.
Finance & Project Support
- Handle day-to-day finance tasks, including:
- End-to-end AR/AP management (5+ years’ experience): vendor invoices, payment runs, aging reports, and reconciliations.
- Entering and maintaining clean books in QuickBooks Online (2+ years’ hands-on experience required).
- Coordinating with external accountants/bookkeepers to ensure accuracy and completeness.
- Assist with monthly/quarterly reporting packages for projects and corporate entities.
- Track key financial dates and obligations: loan draws, interest payments, tax deadlines, lender and investor reporting.
- Maintain organized digital folders and filing systems for financial statements, loan documents, development budgets, and draw packages.
- Use advanced Excel skills (pivot tables, lookups, formulas) to build and maintain trackers, reconciliations, and reports.
Legal, Entity & Transactional Coordination (Asset Skill)
- Support coordination of transaction documents for acquisitions, financings, and dispositions (PSAs, loan agreements, easements, leases) in collaboration with outside counsel.
- Maintain and organize corporate/entity records: LLCs, operating agreements, resolutions, signature pages, etc.
- Assist with incorporation and entity setup across multiple organizations, including maintaining org charts and entity structures.
- Understand and help track different company setups, including joint venture agreements and partner structures (not providing legal advice, but understanding the mechanics and documentation).
- Track critical dates (closing dates, contingencies, option periods, renewal options, notice deadlines) and surface them to the CFO in advance.
- Review basic documents for completeness and consistency and coordinate revisions with attorneys, counterparties, and internal stakeholders.
Process, Systems, AI & Optimization
- Build and refine checklists, trackers, templates, and SOPs for:
- Closings and loan draw processes.
- Quarterly reporting and recurring finance tasks.
- Document management, approvals, and signature workflows.
- Leverage AI tools (e.g., ChatGPT/Copilot-type tools) to:
- Draft emails, summaries, and standardized documents.
- Help analyze data, detect inconsistencies, and improve reporting.
- Streamline repetitive tasks and improve overall productivity.
- Continuously look for ways to improve and modernize systems, reduce friction, and speed up information flow to and from the CFO.
- Monitor outstanding tasks and follow-ups, making sure projects and obligations move forward on schedule.
Cross-Functional & Stakeholder Coordination
- Coordinate with internal teams (development, construction, property management, accounting) to gather information needed by the CFO.
- Serve as a professional, responsive point of contact for lenders, investors, partners, and legal counsel seeking information from the CFO.
- Handle sensitive and confidential information with discretion and sound judgment.
Required Qualifications
- 5+ years of experience in a finance/operations support role such as Executive Assistant to a senior finance leader, Operations Coordinator, or similar.
- Minimum 5 years of hands-on AR/AP experience, including managing invoice workflows, payment runs, and reconciliations.
- Minimum 2 years of hands-on experience with QuickBooks Online (not just desktop) including multi-entity setups, classes, and project/department coding.
- 5+ years of Microsoft Office Suite experience with advanced skills in Excel and Word (complex formulas, pivot tables, formatting, mail merges, templates).
- Demonstrated experience working with multiple entities, org charts, and incorporation processes.
- Understanding of different company setups, including joint ventures and partnerships, and how they show up in documents and basic financials.
- High attention to detail, with a track record of low error rates in financial and legal/transactional documents.
- Comfort using and learning AI tools and technology platforms to improve workflows and productivity.
- Excellent written and verbal communication skills; able to communicate clearly and professionally with external stakeholders.
Preferred / Asset Experience
- Experience in real estate, construction, or development (strong plus).
- Banking and/or paralegal/legal assistant experience—especially in real estate, corporate, or transactional law—is a significant asset.
- Working knowledge of basic accounting and finance concepts beyond AR/AP (general ledger, project-based financials, budgets, soft vs. hard costs).
- Experience with other accounting or project management tools (e.g., Yardi, Procore, or similar) is a plus.
- Bachelor’s degree in Business, Finance, Real Estate, or related field preferred (or equivalent experience).
Personal Traits & Working Style
We’re looking for someone who:
- Brings a proactive, “value-add” mindset—anticipates needs and suggests improvements instead of waiting for direction.
- Understands the bigger picture of how finance, entities, and deals fit together—and enjoys learning more about it.
- Is extremely organized and detail-focused, comfortable managing many moving parts across multiple projects and entities.
- Enjoys structure, systems, and optimization—likes building better processes and keeping everything neat and trackable.
- Thrives in a fast-paced, deadline-driven environment typical of real estate closings, loan draws, and development milestones.
- Has a high sense of urgency and follow-through, keeping tasks moving until they’re fully completed.
- Is comfortable working with both numbers and documents—spreadsheets, financial reports, contracts, and closing binders.
- Operates with discretion, integrity, and professionalism at all times.
Please email cover letter and resume to jeff@madebygatehouse.com
