Administrative Assistant

Moss; Fort Lauderdale (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Moss is seeking an Administrative Assistant to support its AI & Data teams in Fort Lauderdale. You will handle scheduling, travel logistics, invoicing, and general admin tasks to keep operations running smoothly.

The role emphasizes organization, initiative, and collaboration, with opportunities to grow toward executive support or technical team roles as you gain experience.

Qualifications

• Experience with calendar management and travel coordination.
• Excellent written and verbal communication skills.
• Ability to manage invoices and collaborate with Accounts Payable.
• Strong organizational skills and attention to detail.
• Willingness to learn about AI/data and technology.

Responsibilities

• Calendar & meeting management for two teams; coordinate agendas and ensure follow-through.
• Arrange travel, accommodations, and itineraries for team members.
• Track, review, and submit invoices; coordinate with Accounts Payable.
• Provide general admin support: document prep, expenses, vendor coordination.
• Act as a connective resource between AI and Data teams; support communication.
• Take on special projects as needs evolve; show initiative.

Skills

Strong organizational skills

Independent and self-motivated

Clear and professional communicator

Multitasking across priorities

Microsoft 365 proficiency

Proactive by nature

Interest in technology/data/AI

Tools

Microsoft 365 Suite

Job description

Administrative Assistant

AI & Data Teams

Moss & Associates

About Moss

At Moss, our purpose is simple: Empower to Create the Exceptional. We're a national construction and solar EPC firm driven by relationships, entrepreneurial thinking, and the belief that the best work happens when people are supported to do it well. Our AI and Data teams sit at the forefront of how Moss is building for the next decade, and we're looking for an organized, curious, and energetic person to help keep those teams running at their best.

The Role

This is a ground-floor opportunity to work alongside a dynamic and growing team doing meaningful, innovative work. As our Administrative Assistant, you'll support both the AI and Data teams, reporting directly to the Data Director, keeping operations smooth so the team can stay focused on what they do best.

This role is ideal for someone who is sharp, proactive, and looking for more than just a job. At Moss, we invest in people, and whether your path leads toward an executive assistant role or toward a career in data and technology, we'll help you grow in the direction that excites you most.

What You'll Do

• Calendar & Meeting Management: own scheduling across two fast-moving teams. Coordinate meetings, manage competing priorities, prepare agendas, and make sure nothing falls through the cracks. You'll be the person who keeps things on track.
• Travel & Logistics: arrange travel, accommodations, and itineraries for team members. Handle last-minute changes with a calm head and a solutions mindset.
• Invoice Processing: track, review, and submit invoices for the team, coordinating with Accounts Payable as needed to ensure accurate and timely processing.
• General Administrative Support: handle day-to-day administrative needs including document preparation, expense reporting, vendor coordination, correspondence, and keeping shared team resources organized and current.
• Team Coordination: serve as a connective resource between the AI and Data teams, supporting communication, follow-through, and execution on shared priorities.
• Special Projects: pitch in on ad hoc projects as the team's needs evolve. If you bring curiosity and initiative, there will be room to take on more.

What We're Looking For

We care more about how you show up than what your resume looks like. That said, here's what sets the right candidate apart:

• Strong organizational skills: you track the details others miss
• Independent and self-motivated: you know when to take initiative and when to ask for guidance.
• Clear and professional communicator, both written and verbal
• Comfortable juggling multiple priorities and adapting when things shift
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, Word) preferred
• Proactive by nature, you look ahead, not just at what's in front of you
• Positive, collaborative energy that's contagious
• A genuine curiosity about technology, data, or AI is a plus but not required on day one

No prior experience in the construction or technology industry is required. We'll teach you what you need to know.

Why This Role

Real visibility.

You’ll work directly with team leadership and get an inside look at how AI and data strategy are shaping the future of construction.

Real growth.

This role has a defined path - you could grow into an Executive Assistant or, if the technical side sparks your interest, transition into a functional role on the AI or Data team over time.

Real culture.

Moss is a people-first organization. We work hard, we take care of each other, and we genuinely try to finish every project - and every working relationship - better than when we started.

Moss is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.