Executive Assistant

Company Overview

Moss 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, design-build, and public-private partnerships. 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 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 IMPACT

Moss' Executive Assistant will enhance the Executive's effectiveness by providing information management support, representing the Executive to others, and supporting the preparation of meetings, presentations, and overall organization. In addition, event planning should be a passion for this individual, supporting the Executive's off-site meetings, leadership retreats, and planning sessions. As an acting extension of the Executive, the ideal candidate will be responsible for establishing and maintaining adequate internal and external working relationships.

Essential Job Duties And Responsibilities

• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the Executive and business partners
• Screens all incoming telephone calls, answers telephones in a prompt, professional manner
• Welcomes team members by greeting them, in person or on the telephone; answering or directing inquiries and determine whether they should be given access to specific individuals
• Maintains and manages Executive's calendar schedule by planning and scheduling appointments, meetings, conferences, teleconferences, events, and travel, resolving any scheduling issues
• Arrange travel and accommodations for Executive and travel companions
• Conserves Executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Prepares/reconciles expense reports and invoices for Executive's approval
• Event plan and coordinate events varying in audience size ensuring communication, RSVPs, space planning, meals, and entertainment, and more. This includes but not limited to leadership trainings, quarterly workshops, and quarterly presentations both virtually and in person
• Manage all incoming legal department certified mail; scan, file, and distribute to appropriate parties.
• Track and update all open and closed claims in litigation; ensure timely and accurate reporting of claim status.
• Organize and maintain legal and project contract documents; distribute to appropriate internal and external parties.
• Prepare and process legal invoices
• Assist with contract management functions, including updates, redactions, hyperlinking, and finalizing documents using Adobe tools
• Maintain vendor relationships at sporting clubs, athletic venues, hotels, and social clubs
• Complete ad hoc projects as assigned such as personal events and/or family needs
• Work both autonomously and in collaboration with teammates, colleagues, and external contacts
• Perform other duties as assigned
  
  

Education And Work Experience

• Minimum of three years' experience supporting an Executive
• Tech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.
• Bachelor's degree from a four-year college or university preferred
  
  

JOB TITLE: EXECUTIVE ASSISTANT

JOB LOCATION: FORT LAUDERDALE, FL

CLASSIFICATION: FULL TIME - EXEMPT - SALARIED

REPORTS TO: ASSISTANT GENERAL COUNSEL

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