Executive Assistant Energy EH & S

Moss & Associates (Construction) • Fort Lauderdale, FL

2d

About The Position

Moss is seeking an Executive Assistant to enhance the effectiveness of the Environment Health and Safety (EH&S) team for the Energy Business. This role provides high-level administrative support with a strong focus on strategic calendar management, scheduling coordination, and organizational support. The ideal candidate will manage information, assist in preparing meetings and presentations, and support overall organization. Event planning is a key aspect, including supporting off-site meetings and planning sessions. As an extension of the Executive, the candidate will establish and maintain internal and external working relationships.

Requirements

• 5+ years of progressively responsible executive assistant experience supporting senior executives (SVP, VP, C-suite preferred).
• Experience supporting multiple executives simultaneously in a fast-paced environment.
• Experience preparing executive-level presentations, reports, and communications.
• Experience handling confidential business and personnel information with discretion.
• Experience coordinating cross-functional projects and tracking deliverables.
• Experience managing budgets, expense reporting, purchase orders, and invoice processing.
• Experience working with vendors and external business partners.
• Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, Teams, OneNote).
• Strong proficiency with Zoom and Microsoft Teams.
• Experience using SharePoint and OneDrive.
• Experience with Adobe Acrobat (PDF editing).
• Experience with SAP, Oracle, Workday, or other procurement systems (if applicable).
• Familiarity with DocuSign or Adobe Sign.
• Comfortable learning new technology and AI-enabled productivity tools.
• Bachelor's degree from a four-year college or university preferred.

Responsibilities

• Provide high-level administrative and operational support to the Environmental Health and Safety Leadership (EH&S) team for the Energy Business, ensuring smooth execution of day-to-day priorities and initiatives.
• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the Executive and business partners.
• Act as a strategic business partner to the EH&S Leadership Team by anticipating needs, identifying priorities, and proactively resolving administrative and operational issues.
• Own advanced calendar management for EH&S Leadership Team SVP of EH&S, VP EH&S and Director Programs Processes and Compliance, coordinating complex, cross-functional meetings (Operations, HR, Finance, Technology, vendors, etc.), prioritizing meetings based on business impact, and resolving scheduling conflicts, securing resources, and ensuring seamless execution.
• Lead strategic travel planning and logistics for EH&S Leadership Team, optimizing schedules, managing national itineraries, and ensuring seamless travel execution.
• Lead coordination of EHS team select workshops, working sessions, and leadership forums, including scheduling, logistics, attendee management, and real-time adjustments to ensure successful delivery.
• Prepare and reconcile additional expense reports and invoices for the EH&S Leadership Team, maintaining accuracy and adherence to company guidelines.
• Coordinate team activities and events, including internal and external meetings, offsites, vendor visits, team building events, and celebrations.
• Support mail distribution and handling (FedEx, UPS, USPS), ensuring timely and accurate routing of correspondence and packages.
• Serve as a responsive point of contact for the team, handling inquiries and routing requests with professionalism and urgency.
• Provide high-autonomy executive support, independently executing ad hoc requests across calendar management, communications, and logistics in a fast-paced environment.
• Support the preparation of presentations and materials, using AI tools as appropriate and ensuring clarity, consistency, and executive-ready quality.
• Assist with coordination of conferences and industry events, including logistics, materials preparation, and scheduling support.
• Complete ad hoc projects as assigned such as personal events and/or family needs.
• Work both autonomously and in collaboration with teammates, colleagues, and external contacts, including collaboration with nested EAs across the organization.
• Provide backup administrative support for other executives or executive assistants during planned and unplanned absences.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive