Executive Assistant

Moss.com; Fort Lauderdale (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Moss in Fort Lauderdale, FL, seeks an Executive Assistant to the Senior Director, Procurement & Logistics, to provide high-level administrative support with autonomy. You will manage communications, meetings, travel, and expense processes for the Senior Director and their direct reports, coordinating with vendors and internal teams as needed.

You will contribute to smooth daily operations, maintain confidentiality, and partner with cross-functional groups to ensure timely and accurate

Qualifications

• Minimum of three years’ experience supporting an Executive.
• Tech savvy; proficient in PowerPoint, Office, and MS Excel, Teams, Zoom.

Responsibilities

• Screen and respond to incoming calls promptly and professionally.
• Greet team members and visitors, managing access to executives.
• Coordinate travel and accommodations for the Executive and direct reports.
• Prepare briefing materials, documents, and research to support priorities.
• Manage the Executive's calendar and scheduling of meetings.
• Plan events and coordinate logistics, RSVPs, catering, and entertainment.
• Develop and maintain relationships with internal teams and external partners.
• Support presentations and slides for conferences and meetings.
• Ensure confidentiality and discretion in handling sensitive matters.

Skills

Executive support

Education

Bachelor's degree from a four-year college or university preferred

Tools

PowerPoint

Office

MS Excel

Teams

Zoom

Job description

COMPANY OVERVIEWMoss 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, and design-build. 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 is ranked by Engineering News-Record as the nation’s top solar contractor and one of the top 50 general contractors. 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 IMPACTMoss’ Executive Assistant to the Senior Director, Procurement & Logistics provides administrative support while operating with a high degree of autonomy, demonstrating a significant degree of experience, discretion, and technical skills. The ideal candidate will manage communications, meetings, projects, and activities for the Senior Director, Procurement & Logistics. The Executive Assistant will take a proactive role in ensuring these items are efficiently coordinated and tracked. Responsibilities also include coordinating travel and preparing and reconciling expense reports for the Senior Director’s direct reports, as well as helping coordinate supplier visits and department events. In this role, excellent communication and collaboration are paramount. You will analyze situations and exercise sound judgment in determining appropriate courses of action.ESSENTIAL JOB DUTIES AND RESPONSIBILITIESEnsure strict confidentiality and discretion in handling sensitive matters, particularly decisions that directly affect the Executives and business partnersScreen and respond to incoming telephone calls promptly and professionally, ensuring efficient communication flowGreet team members and visitors warmly, both in person and over the phone, effectively answering or directing inquiries and controlling access to specific individualsDevelop a strong understanding of the Global Supply Chain organization, its priorities, key initiatives, and business objectives to effectively support the Executive and their direct reportsManage Executives correspondence and communications, prepare briefing materials and documents, conduct research, and synthesize information to support the Executive’s priorities, decision-making, and engagement with clients and vendorsCoordinate all aspects of travel and accommodations for the Executive, their direct reports, and any accompanying individuals, ensuring a seamless experienceManage the Executive’s calendar and time by aligning meetings, commitments, and opportunities to maximize the Executive’s effectivenessPrepare and reconcile expense reports and invoices for the Executive and their direct reports, ensuring accuracy and timely submission for approval. Plan and coordinate events of varying sizes, managing all details including communication, RSVPs, logistics, catering, and entertainmentCultivate and maintain relationships with vendors, including sporting clubs, athletic venues, hotels, and social clubs, to ensure favorable terms and quality serviceFacilitate cross-departmental communication and strengthen internal relationships by coordinating with various teams to ensure cohesive collaboration and information flow. Act as a liaison to promote a culture of teamwork and mutual respect across the organizationOperate effectively both independently and as part of a team, engaging with colleagues and external contacts to achieve objectivesHelp the Executives manage involvement with external committees and organizations, ensuring productive engagement and representationAssist the Executives with planning presentations and developing slides, focusing on clear communication and professional presentation of informationSupport the Executives participation at conferences and industry events, including logistics coordination, materials preparation, and schedule managementPerform other duties as assignedEDUCATION AND WORK EXPERIENCEMinimum of three years’ experience supporting an ExecutiveTech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.Bachelor's degree from a four-year college or university preferredJOB TITLE: EXECUTIVE ASSISTANTJOB LOCATION: FORT LAUDERDALE, FLCLASSIFICATION: FULL TIME – EXEMPT – SALARIEDREPORTS TO: SENIOR DIRECTOR, PROCUREMENT & LOGISTICSMoss is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.