Executive Assistant To Svp Of Ehs

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 is ranked by Engineering News-Record as one of the nation’s top 65 general contractors, and the 3rd ranked solar EPC nationwide. 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 Senior Vice President’s effectiveness by providing information management support, representing the Senior Vice President to others, and supporting the preparation of meetings, presentations, and overall organization including representation of the Senior Vice President when needed. In addition, event planning will be required, supporting the Senior Vice President’s off-site meetings, leadership events, and planning sessions. As an acting extension of the Senior Vice President, the ideal candidate will be responsible for establishing and maintaining adequate internal and external working relationships and provide support to staff members when needed.

Essential Job Duties And Responsibilities

• Build and develop relationships with employees for increased efficiency and effective responsiveness into existing operations, and help to define new operational strategies, working with the Senior Vice President, EH&S team and support staff on special projects
• Assist with new hires including documentation and onboarding and collaborate to address and resolve all new team member concerns
• Complete ad hoc projects as assigned such as personal events
• Prepares/reconciles expense reports and invoices for Senior Vice President’s approval
• Oversee daily operations through collaboration with senior management and department leaders, performing an array of administrative tasks from managing calendars, generating correspondence, maintaining hard copy and electronic files, processing contracts and invoices, setting up new accounts, planning and coordinating quarterly Enterprise level meetings, and scheduling
• Arrange travel and accommodations for Senior Vice President and EH&S Team as needed
• Represent the Senior Vice President in selected internal and external meetings and discussion to gather and disseminate information on behalf of the Senior Vice President
• Maintains and manages Senior Vice President’s calendar schedule by planning and scheduling appointments, meetings, conferences, teleconferences, events, and travel, resolving any scheduling issues
• Serve as a subject matter expert as the executive assistant, handling inquiries and developing action plans to address them, and assisting with the preparation and dissemination of communications
• Develop strong leadership, project management and strategic thinking skills. Seek mentorship from EH&S Team and network within the organization to gain visibility and support. Take on additional responsibilities and/or volunteer for cross-functional projects to showcase strategic capabilities
• Conserves Senior Vice President's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Welcomes EH&S 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
• Work both autonomously and in collaboration with teammates, colleagues, and external contacts
• Maintain vendor relationships at sporting clubs, athletic venues, hotels, and social clubs
• Perform other duties as assigned
• Manage sensitive matters with a high level of confidentiality, and discretion especially with decisions directly impacting the Senior Vice President and business partners
• 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 EH&S Team workshops, and monthly / quarterly presentations both virtually and in person

Education And Work Experience

• Proven experience organizing and directing multiple teams and departments / business units
• Proactive, detail oriented, flexible, able to multi-task, and an excellent team player
• Extremely versatile, dedicated to efficient productivity
• High energy, positive attitude with the passion to learn and grow in the position
• Possess an entrepreneurial spirit and creative thinking abilities
• Experience planning and leading initiatives
• Excellent written and verbal communication skills
• Bachelor's degree or higher from a four-year college or university preferred
• Tech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.
• Minimum of five years’ experience in a business or executive management role
• Possess a strong work ethic and exercise a high level of maturity with a positive attitude

JOB TITLE: EXECUTIVE ASSISTANT

JOB LOCATION: FORT LAUDERDALE, FL

CLASSIFICATION: FULL TIME – EXEMPT – SALARIED

REPORTS TO: SENIOR VICE PRESIDENT OF ENVIORNMENTAL HEALTH AND SAFETY

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