Executive Assistant

Distro•Miami, FL

17d•$65,000 - $75,000•Onsite

About The Position

John Bell Construction, Inc. is a fast-growing, Miami-based general contractor providing construction management and general contracting services throughout South Florida. The company describes its culture as close-knit and team-first, built around excellence, teamwork, pride, accountability, and responsiveness. Its leadership is actively involved in projects, client relationships, business development, operations, and community initiatives. The Executive Assistant will serve as the President’s trusted administrative and organizational partner. This hands-on role supports executive administration, business operations, company initiatives, construction-project follow-up, client relationships, events, and occasional personal matters. The position requires someone who can manage competing priorities, maintain a changing calendar, coordinate meetings and communications, track commitments, solve problems, anticipate needs, and take ownership of assignments through completion. Construction experience is not required at the outset; the successful candidate should be willing to learn the company’s operations and develop a practical understanding of its business. The role also involves cross-department coordination, meeting preparation and follow-up, event and community-program support, general office assistance, and occasional reasonable personal assistance. Personal assignments are limited and secondary to the position’s executive and business-support responsibilities. The position is 100% on-site in Miami, and the candidate must have a valid driver’s license and reliable transportation. Reasonable flexibility is expected for occasional time-sensitive needs outside standard business hours.

Requirements

Strong administrative, organizational, or coordination experience.
Exceptional time-management and prioritization skills, including the ability to manage multiple responsibilities and rapidly changing assignments.
Excellent written and verbal communication skills, including professional writing, grammar, proofreading, and formatting abilities.
Experience managing calendars, meetings, appointments, and follow-up items.
Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and general office technology.
Ability to learn new software and systems quickly.
Strong note-taking and task-management skills and exceptional attention to detail.
Strong problem-solving ability, independent judgment, initiative, and ability to anticipate needs.
Ability to work effectively without continuous supervision and follow assignments through completion.
Professional appearance and client-facing demeanor.
High level of confidentiality and discretion.
Ability to work 100% on-site in Miami.
Valid driver’s license and reliable transportation; willingness to complete occasional local errands.
Reasonable flexibility to support occasional time-sensitive needs outside standard business hours.
Ability to complete company-required background screening.

Nice To Haves

Bachelor’s degree in Business, Management, Finance, Communications, or a related field.
Previous experience as an Executive Assistant, Administrative Assistant, Office Manager, Project Coordinator, Executive Coordinator, or similar support professional.
Experience supporting a company owner, president, entrepreneur, or senior leader.
Experience in a fast-growing or fast-moving organization.
Background in construction, professional services, nonprofit organizations, education, community outreach, operations, or project-based work.
Bilingual English and Spanish proficiency.
Event-planning or community-engagement experience.
Experience supporting multiple departments or cross-functional initiatives.
Experience drafting executive correspondence and preparing presentations.

Responsibilities

Serve as the President’s primary administrative and organizational point of contact.
Manage the President’s active, frequently changing calendar; coordinate meetings, appointments, meals, project visits, events, and industry functions; and proactively resolve scheduling conflicts.
Confirm meeting details, prepare the President for daily and weekly commitments, and account for travel time, preparation, reminders, and required materials.
Maintain task lists, reminders, deadlines, and follow-up items; monitor outstanding matters and help organize daily and weekly priorities.
Draft, proofread, format, and send professional correspondence; organize communications requiring the President’s review or response.
Prepare agendas, reports, presentations, meeting materials, and supporting documents; coordinate travel arrangements and itineraries when required.
Organize electronic and physical files and assist with registrations, renewals, memberships, applications, forms, and reservations.
Attend meetings when requested, take accurate notes, turn discussions into action items, track commitments, communicate follow-up responsibilities, and provide concise updates to the President.
Follow up with responsible team members before deadlines, confirm that commitments have been completed, and escalate delays, conflicts, or unresolved issues.
Support coordination and follow-up for active construction projects; communicate with project and support departments on behalf of the President; and track project deliverables, deadlines, decisions, and commitments.
Assist with client outreach, presentations, proposals, business-development follow-up, special projects, and company initiatives.
Coordinate meetings with owners, architects, engineers, subcontractors, consultants, vendors, public officials, and community partners; research requested topics and present concise findings.
Assist with company events, community programs, charitable activities, networking functions, and industry events, including registrations, invitations, guest lists, RSVPs, schedules, logistics, vendor coordination, catering, materials, setup, and follow-up.
Support sponsorships, award submissions, promotional materials, company initiatives, and social-media or marketing coordination when requested; welcome clients, guests, community partners, and event attendees.
Schedule occasional personal appointments or reservations; complete reasonable local pickups, drop-offs, purchases, or returns; coordinate personal service providers or deliveries; and assist with gifts and special occasions when requested.
Provide general office and team support, including preparing offices and meeting areas, welcoming visitors, maintaining organized spaces, and assisting with administrative assignments and special projects.
Work collaboratively across departments and handle both high-visibility and routine tasks professionally.