Executive Assistant

Hedrick Brothers Construction•Winter Park, FL

5d•Onsite

About The Position

The Executive Assistant provides high-level administrative and organizational support to the COO of Hedrick Brothers Construction, across both HBC and Hedrick Brothers Development (HBD). This is a full-time, in-office role covering business operations, project coordination, and personal and property logistics. It requires exceptional discretion, sound judgment, and the ability to anticipate needs and manage priorities independently in a fast-paced environment. The right candidate has prior experience supporting a C-suite executive, understands the professional boundaries that accompany that kind of access, and remains even-keeled under pressure. This is not a fixed 8-5, task-list role — it requires someone who owns the calendar and the relationship, not just the to-do list.

Requirements

Minimum 5 years of executive administrative support experience required.
Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
Exceptional organizational, time management, and prioritization skills.
Strong written and verbal communication abilities.
Ability to manage multiple priorities with a high level of accuracy and attention to detail.
Strong problem-solving skills and a proactive approach to resolving issues.
Demonstrated ability to handle confidential information with discretion and professionalism.
Ability to work independently while maintaining strong collaboration across departments.
Valid Florida driver's license and reliable transportation required.

Nice To Haves

Bachelor's degree preferred.
6+ years of executive assistant or related experience preferred.
Equivalent combinations of education and experience will be considered.

Responsibilities

Own the COO's calendar across HBC, HBD, and personal commitments, proactively managing priorities and resolving scheduling conflicts.
Manage incoming calls, emails, and correspondence; screen and prioritize matters requiring direct attention.
Draft routine correspondence on the COO's behalf and prepare summaries of communications, meetings, and action items.
Keep the COO informed of important business, project, and field matters while anticipating needs and providing timely updates.
Prepare, edit, proofread, and coordinate correspondence, reports, spreadsheets, presentations, and other business documents.
Review documents before executive signature to ensure accuracy, completeness, and professionalism.
Maintain organized filing systems, records, and administrative documentation.
Coordinate meeting agendas, supporting materials, and follow-up action items to ensure accountability and completion.
Coordinate all business and personal travel arrangements, including itineraries, accommodations, transportation, and last-minute changes.
Support planning and logistics for leadership meetings, company events, town halls, and special projects.
Coordinate across HBC and HBD teams on the COO's behalf to track deliverables, confirm deadlines, and facilitate communication.
Handle business and personal errands as required.
Manage personal and household logistics for the COO.
Coordinate vendors, maintenance providers, and service schedules across vacation properties and other real estate holdings.
Support administrative matters related to personal and co-investment property interests.
Prepare, process, and reconcile expense reports on a regular basis.
Assist with Timberscan invoice approvals and related follow-up activities.
Support payroll approval processes and other executive administrative functions.
Maintain accurate records and ensure timely completion of assigned financial and operational tasks.
Collaborate with Human Resources, Marketing, Operations, Finance, and Executive Leadership on cross-functional initiatives.
Exercise sound judgment and independent decision-making within assigned responsibilities.
Maintain the highest level of confidentiality in all business and personal matters.
Understand and respect the boundaries of the role.
This position exists to support the COO and facilitate the successful execution of responsibilities across the organization.