Executive Assistant II

COMPANY OVERVIEW

Moss is a national privately held construction firm providing innovative solutions resulting in award-winning projects. With regional offices across the United States, Moss focuses on construction management, solar EPC, and design-build. The company's diverse portfolio encompasses a wide range of sectors, including luxury high-rise residential, landmark mixed-use developments, hospitality, K-12 and higher education, justice, solar energy and battery storage, and sports. Moss is ranked by Engineering News-Record as the nation's top solar contractor and one of the top 50 general contractors. Moss prides itself on a strong entrepreneurial culture that honors safety, quality, client engagement, and employee development. Its employees consistently rank Moss as one of the best places to work.

POSITION SCOPE AND ORGANIZATIONAL IMPACT

Moss' Executive Assistant II to the Senior Vice Presidents of Construction Management provides administrative duties while operating with a high degree of autonomy, demonstrating a significant degree of experience, discretion, and technical skills. The ideal candidate will enhance the Senior Vice President's effectiveness by providing information management support, representing the Senior Vice President to others, and supporting the preparation and management of communications, meetings, projects, and activities for the Senior Vice President. They will rely on you to take a proactive role in ensuring these items are efficiently coordinated and tracked. In this role, excellent communication and collaboration are paramount. You will analyze situations and exercise sound judgment in determining appropriate courses of action.

In addition, event planning will be required, supporting and attending the Senior Vice President's off-site meetings, leadership events, and planning sessions.As an acting extension of the Senior Vice President, the ideal candidate will be responsible for establishing and maintaining adequate internal and external working relationships and provide support to staff members when needed.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Oversee daily operations through collaboration with senior management and department leaders, performing an array of administrative tasks from managing calendars, generating correspondence, maintaining hard copy and electronic files, processing contracts and invoices, setting up new accounts, planning and coordinating quarterly Regional and enterprise level meetings, and scheduling

• Manage sensitive matters with strict confidentiality, and discretion especially with decisions directly impacting the Senior Vice President and business partners

• Serve as a subject matter expert as the executive assistant, handling inquiries and developing action plans to address them, and assisting with the preparation and dissemination of communications

• Represent the Senior Vice President in selected internal and external meetings and discussion to gather and disseminate information on behalf of the Senior Vice President

• Travel to offsite meetings and to visit and inspect active construction projects

• Develop strong leadership, project management and strategic thinking skills. Seek mentorship from Regional Team and network within the organization to gain visibility and support. Taking on additional responsibilities and/or volunteer for cross-functional projects to showcase strategic capabilities

• Welcomes team members and visitors by greeting them, in person or on the telephone; answering or directing inquiries and determine whether they should be given access to specific individuals

• Maintains and manages Senior Vice President's calendar schedule by planning and scheduling appointments, meetings, conferences, teleconferences, events, and travel, and proactively resolving any scheduling issues

• Arrange and coordinate all aspects of travel and accommodations for Senior Vice President and any accompanying individuals, ensuring a seamless experience

• Conserves Senior Vice President's time by reading, researching, and routing correspondence and email; drafting letters and documents; collecting and analyzing information; initiating telecommunications

• Prepares/reconciles expense reports and invoices, ensuring accuracy and timely submission for the Senior Vice President's approval

• Event plan and coordinate events varying in audience size ensuring communication, RSVPs, space planning, meals, and entertainment, and more

• Maintain vendor relationships at sporting clubs, athletic venues, hotels, and social clubs

• Complete ad hoc projects assigned such as personal events and family-related tasks, demonstrating flexibility and adaptability

• Facilitate cross-departmental communication and strengthen internal relationships by coordinating with various teams to ensure cohesive collaboration and information flow. Act as a liaison to promote a culture of teamwork and mutual respect across the organization

• Operate effectively both independently and as part of a team, engaging with colleagues and external contacts to achieve objectives

• Help the Senior Vice President manage involvement with external committees and organizations, ensuring productive engagement and representation

• Assist the Senior Vice President with planning presentations and developing slides, focusing on clear communication and professional presentation of information

• Support the Senior Vice President participation at conferences and industry events, including logistics coordination, materials preparation, and schedule management

• Perform other duties as assigned

EDUCATION AND WORK EXPERIENCE

• Bachelor's degree or higher from a four-year college or university preferred

• Minimum of three years' experience in a business or executive management role

• Proven experience organizing and directing multiple teams and departments / business units

• Excellent written and verbal communication skills

• Extremely versatile, dedicated to efficient productivity

• High energy, positive attitude with the passion to learn and grow in the position

• Proactive, detail oriented, flexible, able to multi-task, and an excellent team player

• Possess a strong work ethic and exercise a high level of maturity with a positive attitude

• Possess an entrepreneurial spirit and creative thinking abilities

• Experience planning and leading initiatives

• Tech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.

JOB TITLE: EXECUTIVE ASSISTANT II

JOB LOCATION: FORT LAUDERDALE, FL

CLASSIFICATION: FULL TIME - EXEMPT - SALARIED

REPORTS TO: SENIOR VICE PRESIDENTS

Moss is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.