Executive Assistant - Miami, FL

Position Summary

Executive Assistant John Bell Construction, Inc.

About John Bell Construction We are a fast-growing, Miami-based general contractor providing construction management and general contracting services throughout South Florida. The company has a strong community presence and a close-knit, team-first culture built around excellence, teamwork, pride, accountability, and responsiveness. Its leadership remains actively involved in projects, client relationships, business development, company operations, and community initiatives. This position offers the opportunity to work directly alongside the President, become a trusted part of the organization, gain exposure across the business, and grow with a company that takes pride in developing and promoting its people from within.

Position Summary

We are seeking a sharp, proactive, and highly organized Executive Assistant to the President to become the President's trusted right hand. This role is ideal for an exceptional administrative professional who can manage competing priorities, maintain an active calendar, coordinate meetings and communications, track commitments, solve problems, and ensure important details do not fall through the cracks. The Executive Assistant will support the President across executive administration, business operations, company initiatives, construction-project follow-up, client relationships, events, and occasional personal matters. The successful candidate does not need to be an experienced construction professional or a highly tenured corporate executive assistant. More important is the ability to learn quickly, anticipate needs, stay organized, communicate professionally, and take ownership of assignments from beginning to end. This is a hands‑on position for an exceptional doer. The successful candidate will be comfortable moving between strategic executive support and routine administrative responsibilities, always with an "I'll take care of it" mindset.

Key Responsibilities

Executive and Administrative Support Serve as the President's primary administrative and organizational point of contact. Manage an active and frequently changing calendar. Coordinate meetings, appointments, lunches, dinners, project visits, events, and industry functions. Identify and resolve scheduling conflicts proactively. Confirm meeting times, locations, attendees, reservations, and required materials. Prepare the President for daily and weekly commitments. Maintain organized task lists, reminders, deadlines, and follow-up items. Monitor outstanding matters and ensure they do not fall through the cracks. Draft, proofread, format, and send professional emails, letters, invitations, and correspondence. Organize communications that require the President's review or response. Prepare agendas, reports, presentations, meeting materials, and supporting documents. Coordinate travel arrangements and itineraries when required. Organize electronic and physical files so information can be located quickly. Assist with registrations, renewals, memberships, applications, forms, and reservations.

Calendar, Time, and Priority Management Maintain detailed knowledge of the President's calendar. Understand where the President needs to be, when he needs to arrive, who he is meeting, and what preparation is required. Account for travel time, preparation time, reminders, materials, and potential conflicts. Distinguish between routine, important, urgent, and time-sensitive matters. Review upcoming commitments and prepare the President appropriately. Provide reminders and follow-up without waiting to be asked. Help organize priorities for the upcoming day and week. Adjust schedules quickly when meetings, projects, or business needs change. Protect the President's time by organizing information and reducing avoidable distractions.

Meeting and Follow-Up Coordination Attend internal or external meetings when requested. Take detailed and accurate notes. Convert discussions into clear action items. Assign or communicate follow-up responsibilities as directed. Track commitments made during meetings. Follow up with responsible team members before deadlines. Provide the President with concise updates regarding outstanding matters. Confirm that commitments have been completed rather than assuming they are finished. Escalate delays, conflicts, or unresolved issues before they become larger problems.

Business and Construction Support Support coordination and follow-up related to active construction projects. Communicate with Project Managers, Superintendents, Estimators, Preconstruction, Accounting, Administration, and other departments on behalf of the President. Track project-related deliverables, deadlines, decisions, and commitments. Assist with client outreach, presentations, proposals, and business-development follow-up. Coordinate meetings involving owners, architects, engineers, subcontractors, consultants, vendors, public officials, and community partners. Research requested topics and present concise, organized findings. Support special projects and company initiatives. Follow up across departments to confirm that assignments made to the President have been completed. Construction knowledge is not required on the first day. The selected candidate must be curious, willing to learn, and capable of developing a practical understanding of the company's operations.

Events, Community, and Marketing Support Assist with company events, community programs, charitable activities, networking functions, and industry events. Coordinate event registrations, invitations, guest lists, RSVPs, schedules, and logistics. Support sponsorships, award submissions, promotional materials, and company initiatives. Assist with vendor coordination, catering, materials, setup, and follow-up. Help welcome clients, guests, community partners, and event attendees. Support social‑media or marketing coordination when requested. Maintain organized records of event requirements and deadlines.

Occasional Personal Assistance Schedule occasional personal appointments or reservations. Complete reasonable local pickups, drop‑offs, purchases, or returns. Help coordinate personal service providers, deliveries, or appointments when requested. Assist with gifts, special occasions, dinners, celebrations, or gatherings. Support other reasonable personal assignments that allow the President to remain focused on company responsibilities. Personal assistance is a limited and secondary component of the role. It should not shadow the position's primary focus on executive administration, organization, business coordination, and support through client communication requirements across the organization.

Office and Team Support Step in wherever reasonable support is needed. Assist with preparing offices, conference rooms, or meeting areas. Welcome and assist visitors. Support general administrative assignments and special projects. Help maintain organized spaces and professional meeting environments. Work collaboratively with employees across departments. Handle both high-visibility assignments and routine administrative tasks with the same level of professionalism.

Required Qualifications

Strong administrative, organizational, or coordination experience. Exceptional time-management and prioritization skills. Ability to manage multiple responsibilities and rapidly changing assignments. Excellent written and verbal communication skills. Strong professional writing, grammar, proofreading, and formatting abilities. Experience managing calendars, meetings, appointments, and follow-up items. Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and general office technology. Ability to learn new software and systems quickly. Strong note-taking and task-management skills. Exceptional attention to detail. Strong problem-solving ability and independent judgment. Ability to anticipate needs and take initiative. Ability to work effectively without continuous supervision. Professional appearance and client-facing demeanor. High level of confidentiality and discretion. Ability to work 100% on-site in Miami. Valid driver's license. Reliable transportation. Willingness to complete occasional local errands. Reasonable flexibility to support occasional time-sensitive needs outside standard business hours. Ability to complete company-required background screening.

Preferred Qualifications

Bachelor's degree in Business, Management, Finance, Communications, or a related field. Previous experience as an Executive Assistant, Administrative Assistant, Office Manager, Project Coordinator, Executive Coordinator, or similar support professional. Experience supporting a company owner, president, entrepreneur, or senior leader. Experience in a fast-growing or fast-moving organization. Background in construction, professional services, nonprofit organizations, education, community outreach, operations, or project-based work. Bilingual English and Spanish proficiency. Event-planning or community-engagement experience. Experience supporting multiple departments or cross‑functional initiatives. Experience drafting executive correspondence and preparing presentations.

Transferable Candidate Backgrounds

Traditional Executive Assistant experience is valuable, but it is not the only profile that may succeed in this position. Strong candidates may come from: Executive or administrative support Office management Project coordination Operations coordination Community outreach Nonprofit organizations Education administration Event coordination Business development support Client services Construction administration Professional‑services environments Entrepreneurial or family-owned businesses Core Competencies Executive Support Administrative Support Calendar Management Priority Management Meeting Coordination Action‑Item Tracking Executive Correspondence Professional Writing Microsoft 365 Travel Coordination Event Coordination Business Support Project Coordination Construction Administration Client Communication Community Outreach Research Problem‑Solving Independent Judgment Confidentiality Discretion Multitasking Organization Adaptability Follow‑Through Cross‑Functional Collaboration

Ideal Candidate Profile

The ideal candidate: Anticipates needs instead of waiting for instructions. Is proactive, resourceful, responsive, and solutions‑driven. Can receive an instruction once, understand the objective, and execute it. Maintains organized calendars, task lists, notes, and follow‑up systems. Handles competing priorities without losing important details. Responds to challenges by asking, "How can I solve this?" Communicates professionally with executives, clients, employees, vendors, subcontractors, public officials, and community partners. Can move quickly between different types of assignments. Understands which matters require immediate attention. Follows through until an assignment is fully completed. Is comfortable asking thoughtful questions while also researching solutions independently. Remains composed when priorities change unexpectedly. Takes ownership of both visible assignments and routine administrative tasks. Accepts feedback and adjusts quickly. Understands that trust is built through consistency, discretion, reliability, and follow‑through. Wants to grow with a close-knit, team‑oriented company.

What Success Looks Like

A successful Executive Assistant will: Make the President more organized, prepared, informed, and effective. Maintain control of a complex and changing calendar. Resolve scheduling conflicts before they create problems. Ensure commitments and action items are followed through to completion. Reduce the number of matters the President must personally track. Prepare accurate, polished, and professional communications. Build strong working relationships across the company. Support business initiatives without requiring constant direction. Learn the company's operations and construction environment. Handle confidential information with complete discretion. Become a trusted resource for the President and broader team. Consistently deliver on commitments made with the phrase, "I'll take care of it."

Open to Search in Miami, FL

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$65,000 - $75,000 a year