Executive Assistant

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 to the Senior Director, Procurement & Logistics provides administrative support while operating with a high degree of autonomy, demonstrating a significant degree of experience, discretion, and technical skills. The ideal candidate will manage communications, meetings, projects, and activities for the Senior Director, Procurement & Logistics. The Executive Assistant will take a proactive role in ensuring these items are efficiently coordinated and tracked. Responsibilities also include coordinating travel and preparing and reconciling expense reports for the Senior Director's direct reports, as well as helping coordinate supplier visits and department events. In this role, excellent communication and collaboration are paramount. You will analyze situations and exercise sound judgment in determining appropriate courses of action.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Ensure strict confidentiality and discretion in handling sensitive matters, particularly decisions that directly affect the Executives and business partners
• Screen and respond to incoming telephone calls promptly and professionally, ensuring efficient communication flow
• Greet team members and visitors warmly, both in person and over the phone, effectively answering or directing inquiries and controlling access to specific individuals
• Develop a strong understanding of the Global Supply Chain organization, its priorities, key initiatives, and business objectives to effectively support the Executive and their direct reports
• Manage Executives correspondence and communications, prepare briefing materials and documents, conduct research, and synthesize information to support the Executive's priorities, decision-making, and engagement with clients and vendors
• Coordinate all aspects of travel and accommodations for the Executive, their direct reports, and any accompanying individuals, ensuring a seamless experience
• Manage the Executive's calendar and time by aligning meetings, commitments, and opportunities to maximize the Executive's effectiveness
• Prepare and reconcile expense reports and invoices for the Executive and their direct reports, ensuring accuracy and timely submission for approval. Plan and coordinate events of varying sizes, managing all details including communication, RSVPs, logistics, catering, and entertainment
• Cultivate and maintain relationships with vendors, including sporting clubs, athletic venues, hotels, and social clubs, to ensure favorable terms and quality service
• 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 Executives manage involvement with external committees and organizations, ensuring productive engagement and representation
• Assist the Executives with planning presentations and developing slides, focusing on clear communication and professional presentation of information
• Support the Executives participation at conferences and industry events, including logistics coordination, materials preparation, and schedule management
• Perform other duties as assigned

EDUCATION AND WORK EXPERIENCE

• Minimum of three years' experience supporting an Executive
• Tech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.
• Bachelor's degree from a four-year college or university preferred

JOB TITLE: EXECUTIVE ASSISTANT

JOB LOCATION: FORT LAUDERDALE, FL

CLASSIFICATION: FULL TIME - EXEMPT - SALARIED

REPORTS TO: SENIOR DIRECTOR, PROCUREMENT & LOGISTICS

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