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.

• 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.

• 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.

• 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.

• 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.

• Prepare, process, and reconcile expense reports on a regular basis.
• Assist with Timber scan 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.

• 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.

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.

• Competitive compensation commensurate with experience
• Profit sharing and bonus opportunities
• Comprehensive medical, dental, and vision coverage
• Company-paid life insurance
• 401(k) with…