Executive Assistant

Distro•Miami, FL

14d•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, centered on excellence, teamwork, pride, accountability, and responsiveness. This position works directly alongside the President and offers exposure across the business, with opportunities to grow within the company. The Executive Assistant is the President’s trusted administrative and organizational partner. The role supports executive administration, business operations, company initiatives, construction-project follow-up, client relationships, events, and occasional personal matters. It requires a proactive, highly organized professional who can manage competing priorities, maintain a frequently changing calendar, coordinate meetings and communications, track commitments, solve problems, and follow assignments through to completion. Construction experience is not required at the outset, but the successful candidate must be curious, learn quickly, and develop a practical understanding of the company’s operations. This is a hands-on, on-site position in Miami. The role requires professional communication, discretion, independent judgment, adaptability, and willingness to handle both high-visibility and routine administrative assignments. Occasional local errands, personal assistance, and time-sensitive needs outside standard business hours may be required; personal assistance is limited and secondary to the role’s primary business-support responsibilities.

Requirements

Strong administrative, organizational, or coordination experience.
Exceptional time-management and prioritization skills.
Ability to manage multiple responsibilities and rapidly changing assignments.
Excellent written and verbal communication skills, including professional writing, grammar, proofreading, and formatting.
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.
Exceptional attention to detail.
Strong problem-solving ability and independent judgment.
Ability to anticipate needs, take initiative, and work effectively without continuous supervision.
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 and frequently changing calendar, coordinate commitments, and proactively identify and resolve scheduling conflicts.
Coordinate meetings, appointments, meals, project visits, events, and industry functions; confirm logistics, attendees, reservations, and required materials.
Prepare the President for daily and weekly commitments, maintain task lists and reminders, and track deadlines and follow-up items.
Organize priorities, provide reminders, adjust schedules as business needs change, and help protect the President’s time.
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, convert discussions into action items, communicate assigned follow-ups, and track commitments through completion.
Follow up with team members before deadlines, provide concise updates, and escalate delays, conflicts, or unresolved issues.
Support coordination and follow-up related to active construction projects and track project deliverables, deadlines, decisions, and commitments.
Communicate on the President’s behalf with project, preconstruction, accounting, administration, and other teams, as well as clients and external partners.
Assist with client outreach, presentations, proposals, business-development follow-up, research, special projects, and company initiatives.
Coordinate meetings involving owners, architects, engineers, subcontractors, consultants, vendors, public officials, and community partners.
Support company events, community programs, charitable activities, networking functions, and industry events, including registrations, invitations, guest lists, logistics, and follow-up.
Assist with sponsorships, award submissions, promotional materials, vendor coordination, catering, event setup, and social-media or marketing coordination when requested.
Welcome clients, guests, community partners, visitors, and event attendees.
Provide occasional personal assistance, such as scheduling appointments or reservations, coordinating service providers or deliveries, and completing reasonable local pickups, drop-offs, purchases, or returns.
Provide general office and team support, including preparing offices and meeting areas, assisting visitors, supporting administrative assignments, and maintaining organized, professional spaces.
Collaborate across departments and handle both routine and high-visibility assignments professionally.