Executive Assistant

Moss & Associates (Construction)•Fort Lauderdale, FL

12d

About The Position

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, design-build, and public-private partnerships. 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 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 will enhance the Executive’s effectiveness by providing information management support, representing the Executive to others, and supporting the preparation of meetings, presentations, and overall organization. As an acting extension of the Executive’s team, the ideal candidate will be responsible for establishing and maintaining adequate internal and external working relationships.

Requirements

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

Responsibilities

Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the Executive and business partners
Screens all incoming telephone calls, answers telephones in a prompt, professional manner
Welcomes team members 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 Executive’s calendar schedule by planning and scheduling appointments, meetings, conferences, teleconferences, events, and travel, resolving any scheduling issues
Arrange travel and accommodations for Executive and travel companions
Conserves Executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
Prepares/reconciles expense reports and invoices for Executive’s approval
Event plan and coordinate events varying in audience size ensuring communication, RSVPs, space planning, meals, and entertainment, and more. This includes but is not limited to leadership trainings, quarterly workshops, and quarterly presentations both virtually and in person
Manage all incoming legal department certified mail; scan, file, and distribute to appropriate parties. Track and update all open and closed claims in litigation; ensure timely and accurate reporting of claim status.
Organize and maintain legal and project contract documents; distribute to appropriate internal and external parties.
Prepare and process legal invoices
Assist with contract management functions, including updates, redactions, hyperlinking, and finalizing documents using Adobe tools
Maintain vendor relationships at sporting clubs, athletic venues, hotels, and social clubs
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
Perform other duties as assigned