Executive Assistant

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…