Executive Assistant - Legal

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, 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 IMPACT

Moss' Executive Assistant to the Assistant General Counsel provides administrative duties 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 Assistant General Counsel. They will rely on you to take a proactive role in ensuring these items are efficiently coordinated and tracked. 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 RESPONSIBILITIES

Ensure strict confidentiality and discretion in handling sensitive matters, particularly decisions that directly affect the Executives and business partners

Screen and respond to incoming telephone calls promptly and professionally, ensuring efficient communication flow

Greet team members and visitors warmly, both in person and over the phone, effectively answering or directing inquiries and controlling access to specific individuals

Manage and maintain the Executives calendar, coordinating appointments, meetings, events, and travel, while proactively resolving scheduling conflicts

Coordinate all aspects of travel and accommodations for the Executive and any accompanying individuals, ensuring a seamless experience

Streamline the Executives time by efficiently handling correspondence, preparing documents, conducting research, and managing telecommunications

Prepare and reconcile expense reports and invoices, ensuring accuracy and timely submission for the Executives approval

Plan and coordinate events of varying sizes, managing all details including communication, RSVPs, logistics, catering, and entertainment

Cultivate and maintain relationships with vendors, including sporting clubs, athletic venues, hotels, and social clubs, to ensure favorable terms and quality service

Undertake ad hoc projects as needed, including personal events and family-related tasks, demonstrating flexibility and adaptability

Facilitate 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 organization

Operate effectively both independently and as part of a team, engaging with colleagues and external contacts to achieve objectives

Help the Executives manage involvement with external committees and organizations, ensuring productive engagement and representation

Assist the Executives with planning presentations and developing slides, focusing on clear communication and professional presentation of information

Support the Executives participation at conferences and industry events, including logistics coordination, materials preparation, and schedule management

Receive and transmit non-disclosure agreements (NDAs) for internal review and execution

Receive and file electronic documents on the company server.

Manage application, qualification, renewal and tracking of construction and business licenses and continuing education requirements for license qualifiers

Redact confidential information from various documents and contracts

Manage and update the legal register of ongoing legal work and projects

Assist with and remind counsel of pending deadlines.

Manage execution and distribution of legal documents, contracts, NDAs, and other documents through DocuSign

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, SOLAR

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