Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative and organizational support to the COO of Hedrick Brothers Construction, across both HBC and Hedrick Brothers Development (HBD). This is a full-time, in-office role covering business operations, project coordination, and personal and property logistics. It requires exceptional discretion, sound judgment, and the ability to anticipate needs and manage priorities independently in a fast-paced environment.

The right candidate has prior experience supporting a C-suite executive, understands the professional boundaries that accompany that kind of access, and remains even-keeled under pressure. This is not a fixed 8-5, task-list role — it requires someone who owns the calendar and the relationship, not just the to-do list.

Executive & Calendar Management

• Own the COO's calendar across HBC, HBD, and personal commitments, proactively managing priorities and resolving scheduling conflicts.
• Manage incoming calls, emails, and correspondence; screen and prioritize matters requiring direct attention.
• Draft routine correspondence on the COO's behalf and prepare summaries of communications, meetings, and action items.
• Keep the COO informed of important business, project, and field matters while anticipating needs and providing timely updates.

Administrative Support

• Prepare, edit, proofread, and coordinate correspondence, reports, spreadsheets, presentations, and other business documents.
• Review documents before executive signature to ensure accuracy, completeness, and professionalism.
• Maintain organized filing systems, records, and administrative documentation.
• Coordinate meeting agendas, supporting materials, and follow-up action items to ensure accountability and completion.

Travel, Events & Special Projects

• Coordinate all business and personal travel arrangements, including itineraries, accommodations, transportation, and last-minute changes.
• Support planning and logistics for leadership meetings, company events, town halls, and special projects.
• Coordinate across HBC and HBD teams on the COO's behalf to track deliverables, confirm deadlines, and facilitate communication.
• Handle business and personal errands as required.

Personal & Property Logistics

• Manage personal and household logistics for the COO.
• Coordinate vendors, maintenance providers, and service schedules across vacation properties and other real estate holdings.
• Support administrative matters related to personal and co-investment property interests.

Financial & Operational Support

• Prepare, process, and reconcile expense reports on a regular basis.
• Assist with Timberscan invoice approvals and related follow-up activities.
• Support payroll approval processes and other executive administrative functions.
• Maintain accurate records and ensure timely completion of assigned financial and operational tasks.

Executive Team Support

• Collaborate with Human Resources, Marketing, Operations, Finance, and Executive Leadership on cross-functional initiatives.
• Exercise sound judgment and independent decision-making within assigned responsibilities.
• Maintain the highest level of confidentiality in all business and personal matters.
• Understand and respect the boundaries of the role. This position exists to support the COO and facilitate the successful execution of responsibilities across the organization.

What You Bring

Experience & Education

• Bachelor's degree preferred.
• Minimum 5 years of executive administrative support experience required.
• 6+ years of executive assistant or related experience preferred.
• Equivalent combinations of education and experience will be considered.

Certifications & Licenses

• Valid Florida driver's license and reliable transportation required.

Skills & Qualifications

• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, time management, and prioritization skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities with a high level of accuracy and attention to detail.
• Strong problem-solving skills and a proactive approach to resolving issues.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Ability to work independently while maintaining strong collaboration across departments.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Requires frequent use of a computer, telephone, and other standard office equipment.
• Requires full dexterity of wrists and fingers for repetitive motions.
• Ability to hear and communicate effectively in person and by telephone.
• Occasionally lifts, pushes, pulls, or carries up to 30 pounds.
• Regularly lifts, pushes, pulls, or carries up to 15 pounds.
• Occasionally bends, reaches, and accesses filing systems and office storage areas.

What We Offer

• Competitive compensation commensurate with experience
• Profit sharing and bonus opportunities
• Comprehensive medical, dental, and vision coverage
• Company-paid life insurance
• 401(k) with company match
• Paid time off, company holidays, and paid parental leave
• Wellness reimbursement program
• Annual company apparel stipend
• Ongoing professional development and career advancement opportunities
• A collaborative, values-driven culture grounded in GRIT

Equal Opportunity Employer

Hedrick Brothers Construction is an Equal Opportunity Employer committed to fostering an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status.

This job description is not intended to be a comprehensive list of duties or responsibilities and may be modified at any time to meet business needs.