EXECUTIVE ASSISTANT TO THE PRESIDENT

Company:

John Bell Construction, Inc.

Location:

Miami, Florida Position:

Executive Assistant to the

President Reports To:

President Employment Type:

Full-Time |

In-Office Remote Work:

Not Available

POSITION OVERVIEW

John Bell Construction, Inc. is seeking an exceptional, highly organized, resourceful, and proactive Executive Assistant to the President to serve as the right hand to our President and Founder, Oscar Morejon . This is not a traditional administrative assistant position. The Executive Assistant will work directly alongside the President of a fast-paced and growing construction company and will provide comprehensive support across his professional, executive, business, and personal responsibilities. The President is actively involved in virtually every aspect of John Bell Construction—from executive leadership, business development, client relationships, estimating and preconstruction to active construction projects, personnel, financial matters, company events, community involvement, industry organizations, and the day-to-day operation of the business. The individual selected for this position must therefore be capable of operating with the same degree of versatility. No responsibility should be considered too large, and no task should be considered too small. One moment may involve preparing the President for an important client meeting, coordinating his calendar, drafting an executive email, taking meeting minutes, following up with a project team, or organizing materials for a major presentation. The next may involve making a dinner reservation, picking up dry cleaning, purchasing an item, paying a personal bill at his direction, preparing for an event, organizing an office or meeting area, or making sure guests are properly taken care of. The successful candidate will understand that supporting the President is the job—whatever that reasonably requires on a particular day. This position requires exceptional judgment, discretion, communication skills, urgency, flexibility, organization, and attention to detail. The ideal candidate anticipates needs before being asked, solves problems independently, follows through relentlessly, and takes genuine pride in making the President more organized, prepared, efficient, and effective. This is a 100% in-office position and requires someone who thrives in a highly active environment where priorities can change quickly.

PRIMARY RESPONSIBILITIES

Executive & Administrative Support Provide comprehensive day-to-day executive support to the President, including: Serve as the President's primary administrative and organizational point of contact. Manage an active and frequently changing calendar, including meetings, appointments, lunches, dinners, events, project visits, personal commitments, and industry functions. Proactively identify scheduling conflicts and resolve them before they become issues. Confirm meetings, reservations, appointments, locations, attendees, and required materials. Prepare the President each day and each week with a clear understanding of upcoming commitments, priorities, deadlines, and required follow-ups. Maintain detailed task lists and ensure outstanding matters do not fall through the cracks. Draft, proofread, format, and send professional emails, letters, correspondence, invitations, and other communications at the President's direction. Monitor communications requiring the President's attention and help organize priorities and responses. Take detailed notes and meeting minutes and convert discussions into clear action items. Track commitments made during meetings and proactively follow up with responsible parties. Prepare agendas, meeting materials, presentations, reports, correspondence, and supporting documentation. Organize electronic and physical files and maintain information so that it can be located immediately when needed. Assist with registrations, memberships, renewals, applications, forms, appointments, reservations, and other administrative matters. Coordinate travel arrangements and itineraries when required. Construction & Business Support Because the President is actively involved throughout John Bell Construction's operations, the Executive Assistant must be comfortable supporting activities across multiple areas of the company.

Responsibilities may include:

Assist with coordination and follow-up related to active construction projects. Communicate with Project Managers, Superintendents, Estimators, Preconstruction personnel, Accounting, Administration, and other team members on behalf of the President. Assist with tracking project-related action items, deadlines, deliverables, and commitments. Attend internal and external meetings with the President when requested. Prepare meeting notes, minutes, action-item lists, and follow-up correspondence. Assist with business development activities, client outreach, proposals, presentations, and follow-ups. Help coordinate meetings and communications with owners, architects, engineers, subcontractors, consultants, vendors, public officials, and community partners. Assist with purchasing and procurement of items requested by the President. Assist with company marketing initiatives, sponsorships, award submissions, events, promotional materials, and social-media-related coordination when requested. Coordinate registrations for conferences, association events, networking functions, charitable events, and industry programs. Research information and present concise, organized findings to the President. Assist with special projects and initiatives assigned directly by the President. Follow up across departments to ensure assignments and commitments made to the President are completed. The Executive Assistant is not expected to know every aspect of construction on day one; however, the individual must be curious, intelligent, willing to learn, and capable of quickly developing an understanding of the construction industry and JBC's operations. Personal Assistance & Lifestyle Management This position includes meaningful personal-assistant responsibilities in addition to traditional executive support. The Executive Assistant must be comfortable assisting the President with personal matters that allow him to remain focused on his responsibilities as President of the company.

These responsibilities may include:

Scheduling personal appointments. Making restaurant, entertainment, travel, and other reservations. Picking up or dropping off dry cleaning, packages, documents, purchases, and other items. Assisting with personal purchasing and returns. Assisting with payment and organization of personal bills and expenses at the President's direction. Coordinating personal service providers, appointments, deliveries, and vendors. Assisting with personal and company events, dinners, celebrations, gatherings, and parties. Purchasing gifts and coordinating special occasions. Assisting with invitations, RSVPs, guest lists, vendors, catering, setup, and event logistics. Helping prepare offices, conference rooms, homes, venues, or other spaces for meetings or events when requested. Welcoming and assisting guests. Helping reset, organize, and clean meeting or entertaining areas following meetings, events, or gatherings when necessary. Running local errands as required. Handling other reasonable personal or professional assignments requested by the President. The successful candidate must genuinely understand that these responsibilities are an integral part of the position , not responsibilities that are beneath the position.

CALENDAR, TIME & PRIORITY MANAGEMENT A

critical responsibility of this role is protecting and maximizing the President's time. The Executive Assistant will be expected to: Know the President's calendar in detail. Understand where he needs to be, when he needs to be there, who he is meeting with, and why the meeting matters. Anticipate travel time, preparation time, materials, reminders, and potential conflicts. Understand which matters require immediate attention and which can wait. Maintain awareness of important company deadlines and events. Provide reminders and proactive follow-up without requiring the President to ask. Help establish priorities for the upcoming day and week. Regularly review future commitments to ensure the President is properly prepared. Be willing, when necessary, to spend time outside normal business hours preparing calendars, schedules, materials, reminders, or priorities for the upcoming workweek. The objective is simple : the President should be able to rely on his Executive Assistant to help ensure that he is prepared, organized, informed, and where he needs to be.

THE PERSON WE ARE LOOKING FOR

We are seeking someone who is sharp, polished, fast, resourceful, dependable, and exceptionally organized.

The ideal candidate:

Thinks ahead rather than waiting to be told what to do. Has an exceptional sense of urgency. Is comfortable working directly with a strong, highly involved company President. Can receive an instruction once, understand the objective, and execute. Is an excellent communicator, both verbally and in writing. Writes professional, polished emails and correspondence. Types quickly and accurately. Is highly proficient with computers, email, calendars, Microsoft Office, and modern business technology. Learns new software and systems quickly. Takes excellent notes. Maintains highly organized task lists. Follows through until assignments are completely finished. Can manage numerous responsibilities simultaneously. Remains composed when priorities change unexpectedly. Can quickly transition from one type of assignment to another. Understands the difference between something that is merely important and something that is truly urgent. Is comfortable communicating with executives, clients, employees, subcontractors, vendors, public officials, and personal contacts. Is professional and polished when representing the President and John Bell Construction. Is willing to ask intelligent questions when necessary but is also capable of independently finding answers and solving problems. Pays attention to details that others may overlook. Does not need constant supervision. Accepts constructive feedback and adjusts quickly. Has a service-oriented mentality without sacrificing professionalism or confidence. Understands that trust is earned through consistency, discretion, reliability, and follow-through. Above all, this individual must have an "I'll take care of it" mentality. When presented with a problem, the first instinct should be to determine how to solve it , not why it cannot be done.

FLEXIBILITY & AVAILABILITY

John Bell Construction operates in a fast-paced industry, and the President's responsibilities do not always fit neatly within traditional office hours. The normal working schedule for this position will be established by the company; however, the successful candidate must understand that reasonable flexibility is an essential requirement of the role. There may be occasions when the Executive Assistant is required to assist before or after normal business hours, prepare for the upcoming week during a weekend, respond to a time-sensitive matter, attend an evening event, or adjust plans because the President's schedule has changed. This does not mean that every evening or weekend will be worked. It does mean that the person accepting this position must be comfortable with the level of flexibility inherent in supporting the President of an active construction company.

CONFIDENTIALITY & DISCRETION

This position will have access to highly sensitive and confidential information involving the President, his family, John Bell Construction, its employees, clients, projects, finances, business relationships, and strategic matters. Absolute discretion is mandatory. The Executive Assistant must exercise exceptional judgment regarding information that is seen, heard, discussed, transmitted, or handled in connection with this position. Confidential information must never be discussed or disclosed except as specifically authorized. Trustworthiness is a fundamental condition of employment in this position.

REQUIRED QUALIFICATIONS

Bachelor's Degree (100% Completion) -

Preferred Fields of Study:

Business, Management, Finance, etc. Prior experience as an Executive Assistant, Personal Assistant, Office Manager, Project Coordinator, Executive Coordinator, or in a similarly demanding support role strongly preferred. Exceptional organizational and time-management skills. Excellent written and verbal communication skills. Strong professional writing and proofreading abilities. Fast and accurate typing skills. Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and general office technology. Strong calendar and scheduling management skills. Ability to manage multiple priorities and rapidly changing assignments. Exceptional attention to detail. Strong problem-solving skills and independent judgment. Professional appearance and demeanor. High degree of discretion and confidentiality. Ability and willingness to perform both executive-level responsibilities and routine personal errands. Ability to work 100% in person from John Bell Construction's office . This is not a remote or hybrid position. Valid driver's license and ability to drive locally as required by the position. Reliable transportation. Ability to occasionally work outside standard business hours when reasonably necessary. Ability to successfully complete any company-required background screening.

• Bilingual English/Spanish is strongly preferred.

SUCCESS IN THIS POSITION

Success will not be measured simply by the number of tasks completed. A highly successful Executive Assistant will make the President more effective . Over time, the right person will understand the President's schedule, priorities, communication style, business relationships, preferences, recurring responsibilities, and expectations so thoroughly that he or she can anticipate many needs before they are expressed. The President should not have to repeatedly ask whether something was completed. If the Executive Assistant says, "I'll take care of it," the President should be able to consider it handled. The ultimate goal of this position is to reduce distractions, create organization, improve follow-through, protect the President's time, and allow him to focus his attention where it creates the greatest value for John Bell Construction.

ABOUT JOHN BELL CONSTRUCTION

John Bell Construction, Inc. is a Miami-based General Contractor providing General Contracting and Construction Management services throughout South Florida. Our culture is built around being Set Apart, Excellence, Teamwork, and Pride. We operate in a demanding, deadline-driven industry and take tremendous pride in our work, our people, our clients, and our reputation. Our executives remain actively involved in the company's projects and day-to-day operations, and we believe strongly in accountability, responsiveness, teamwork, and doing whatever is necessary to deliver for our clients. The Executive Assistant to the President will occupy a unique position of trust within the company and will work closely with its highest level of leadership. For the right individual, this is an opportunity to become an integral part of John Bell Construction and to work directly alongside its President as the company continues to grow.

Pay:

$60,000.00 - $75,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person