Executive Assistant Jobs in Miami, FL

SBC | Expert Construction Services is seeking an experienced Executive Assistant with a background in the construction, real estate development, architecture, engineering, or building industry.

This is not a traditional entry-level administrative assistant position. We are looking for someone who understands the pace, terminology, participants, documentation, and day-to-day realities of the construction industry and can provide high-level organizational and administrative support to company leadership and project teams.

The position will be primarily office-based, with occasional attendance at project meetings, job sites, and other off-site meetings.

Responsibilities

• Provide direct administrative and organizational support to company leadership
• Manage calendars, meetings, appointments, follow-ups, and priorities
• Coordinate meetings involving clients, contractors, architects, engineers, consultants, vendors, and other project participants
• Prepare agendas, meeting materials, notes, and follow-up items
• Track outstanding action items and ensure responsible parties follow through
• Assist with project correspondence and documentation
• Organize proposals, contracts, plans, invoices, project records, and other construction-related documents
• Draft and proofread professional emails, letters, meeting summaries, and other correspondence
• Coordinate signatures, documents, approvals, and information between project participants
• Maintain organized electronic project and company files
• Assist with proposals, presentations, spreadsheets, and reports
• Track important deadlines, inspections, meetings, deliverables, and project milestones
• Communicate professionally with clients, subcontractors, architects, engineers, vendors, and government agencies
• Assist leadership in keeping multiple projects and business priorities organized
• Attend occasional construction or client meetings and document follow-up requirements
• Anticipate what information or action is needed rather than waiting to be told about every task

Required Experience

Candidates must have prior professional experience working within the construction, development, architecture, engineering, property management, or closely related building industry.

Candidates should have:

• Previous Executive Assistant, Project Coordinator, Construction Administrator, Office Manager, or similar professional experience
• Familiarity with construction terminology and project workflows
• Experience communicating with contractors, architects, engineers, vendors, clients, or other construction professionals
• Excellent written and verbal communication skills
• Strong computer skills and ability to work comfortably with spreadsheets, PDFs, documents, email, calendars, and cloud-based systems
• Exceptional organization and attention to detail
• Ability to manage multiple priorities and deadlines
• Strong follow-through and the ability to keep other people organized
• Professional judgment and discretion when handling confidential information
• Ability to work independently and solve routine problems without constant supervision
• Valid driver's license and ability to attend occasional off-site meetings

Relevant professional experience is mandatory.

We are not seeking someone who is simply interested in construction or believes they can quickly learn the industry. The successful candidate will certainly learn SBC's specific processes, projects, and way of doing business, but must arrive with real-world professional experience and an existing understanding of the construction/building environment.

The Person We're Looking For

We want someone who is proactive rather than reactive.

If an important item is outstanding, you follow up on it. If a meeting creates six action items, you make sure those six items don't disappear after the meeting. If someone owes management information, you track it down. If a project deadline is approaching, you recognize it before it becomes an emergency.

This role requires someone who can help create organization around a fast-moving construction business.

Work Environment

This position is primarily office-based, with occasional attendance at construction sites, client meetings, and other project-related meetings.

Full-time position

Compensation will be based on experience.

About SBC

SBC | Expert Construction Services provides General Contracting, Owner's Representation, Construction Management, Pre-Construction, and related construction services for residential and commercial projects.

We are looking for an experienced, intelligent, highly organized professional who can become a trusted part of the company's day-to-day operations.

Pay: $66,078.67 - $79,578.62 per year

Work Location: In person