Regional Operations Coordinator/Executive Assistant

Dowbuilt • Boston, MA

3d • Hybrid

About The Position

We’re hiring a Regional Operations Coordinator/Executive Assistant to provide administrative and operational support to the Regional Principal and regional teams, ensuring seamless coordination across business functions, employee experience initiatives, and office + site operations. This role serves as a key liaison between the region and operational departments, helping drive consistency, communication, and an exceptional employee and client experience while supporting the successful execution of regional priorities.

Requirements

• Minimum of three (3) years of experience in office management, administrative support, executive assistance, or a related role.
• Bachelor's degree in Business Administration, Human Resources, or a related field, or an equivalent combination of education and professional experience.
• Proficiency in Microsoft Office Suite required; experience with Smartsheet strongly preferred.
• Experience using web-based collaboration and business tools, such as Smartsheet, Slack, and Egnyte.
• Strong technical aptitude and the ability to quickly learn and adapt to new technologies and systems.
• Excellent organizational, time management, and prioritization skills, with the ability to manage multiple responsibilities in a fast-paced environment.
• Strong problem-solving and critical thinking skills, with sound business judgment and a proactive, solutions-oriented approach.
• Exceptional written and verbal communication skills that are clear, concise, professional, and adaptable to a variety of audiences and situations.
• High level of integrity, discretion, and professionalism when handling sensitive and confidential information.
• Ability to build and maintain effective working relationships with employees, leaders, vendors, and external partners.
• Demonstrated emotional intelligence, active listening skills, and a collaborative mindset, including knowing when to seek assistance and escalate issues appropriately.
• Flexible, resourceful, and adaptable, with the ability to shift priorities and maintain composure in changing or challenging situations.
• Dependable, self-motivated, and accountable, with strong attention to detail and follow-through.
• Commitment to fostering an inclusive and respectful workplace and contributing positively to team culture.
• Ability to work effectively from office, home, or jobsite.
• Ability to work between the hours of 8am and 4:30pm EST and flexibility to work beyond these hours as needed.
• Must be able to travel up to once per month for recruiting, internal, and industry events.
• Must be highly proficient in basic technology including MS Office Suite.
• Demonstrate discretion and treat all proprietary company information as strictly confidential outside, and in some cases within, the company.
• Self-directing, ability to work autonomously.
• Must comply with Dowbuilt’s drug and alcohol policy.
• Must pass a criminal background check and pre-employment drug screen.

Nice To Haves

• Bilingual English/Spanish is preferred.
• Access to a personal vehicle required.

Responsibilities

• Manage the Regional Principal's schedule, priorities, appointments, and action items to ensure commitments and deadlines are met as directed.
• Prepare meeting agendas, materials, notes, and follow-up action items.
• Provide administrative support and complete special projects as assigned.
• Track business development opportunities and communicate progress updates to key stakeholders as needed.
• Coordinate client and industry relationship-building activities, including project tours, architect visits, client lunches, industry events, and gifting initiatives.
• Arrange business travel, accommodations, transportation, and reservations for the Regional Principal.
• Collect, code, and submit expenses, invoices, and reimbursement documentation in a timely and accurate manner.
• Coordinate employee engagement activities, social events, and learning opportunities that strengthen regional culture and connection.
• Ensure employees have the tools and resources necessary to work effectively in office and remote environments.
• Coordinate recognition efforts for employee birthdays, service anniversaries, and other milestones celebrations.
• Support communication and follow-up between regional field teams and operational departments to facilitate timely issue resolution and information sharing.
• Serve as regional liaison for Information Technology initiatives and requests as needed.
• Provide basic technology support and submit help desk tickets as appropriate.
• Coordinate technology setup for new office-based employees, including phones, monitors, docking stations, and related equipment.
• Maintain regional training laptops and office technology equipment.
• Support project teams in establishing and maintaining temporary jobsite office technology needs.
• Coordinate maintenance and troubleshooting of regional office technology assets, including printers and related equipment.
• Serve as regional liaison for Marketing initiatives and requests as needed.
• Coordinate regional events, volunteer activities, and employee engagement initiatives in partnership with the National Marketing and Events Coordinator.
• Support regional communications, staff meetings, and contributions to company-wide communications.
• Maintain regional client and industry partner contact information.
• Coordinate branded materials, including stationery, business cards, apparel, office signage, and jobsite signage with Marketing team.
• Support promotional initiatives, architect dinners, project tours, and client engagement activities.
• Support client and vendor gifting initiatives, including annual holiday gifting programs.
• Partner with the Marketing team to ensure all regional activities align with company brand standards and messaging.
• Serve as regional liaison for Human Resources initiatives and requests as needed.
• Partner with the Employee Development Manager to support new hire onboarding and orientation activities.
• Complete I-9 employment verification requirements for regional hires, as needed.
• Support employee separation processes and related administrative requirements as needed.
• Coordinate pre-employment drug screenings with local providers, as required.
• Assist employees with Human Resources inquiries and direct them to appropriate resources or team members.
• Monitor and communicate outstanding Human Resources training requirements.
• Support regional recruiting and industry events that enhance employer brand awareness and recruiting efforts.
• Serve as regional liaison for Safety initiatives and requests as needed.
• Monitor and communicate outstanding safety training requirements, including OSHA and First Aid/CPR certifications.
• Process regional safety documentation accurately and in a timely manner.
• Coordinate the procurement of regional safety materials and supplies as directed.
• Assist employees with safety-related inquiries and connect them with appropriate Safety team resources.
• Serve as regional liaison for Accounting initiatives and requests as needed.
• Train and assist employees with expense reimbursement processes and systems.
• Review and approve regional administrative invoices within established authority levels.
• Monitor regional administrative budgets, including employee events, office supply, and community giving expenses.
• Manage regional field checks and related documentation in accordance with company procedures.
• Serve as regional liaison for Construction Division initiatives and requests as needed.
• Coordinate regional vehicle and equipment support activities as needed.
• Support operational requests from regional project teams to facilitate successful project delivery.

Benefits

• Competitive pay commensurate with skills and experience
• 100% paid medical, dental, vision, and $50,000 in basic life insurance for full-time employees (35% medical coverage for dependents), first of the month following DOH
• 401(k) retirement savings plan with employer profit sharing contribution
• Company-paid short-term disability policy for all full-time employees
• 8 paid holidays each year, no waiting period
• Paid Time-Off (PTO)
• Mentorship and career development opportunities
• Annual discretionary bonus
• Opportunities for travel, if desired

What This Job Offers

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