Event Planning Assistant Jobs in Boca Raton, FL (NOW HIRING)

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, design-build, and public-private partnerships. 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 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 will enhance the effectiveness of the Environment Health and Safety by providing high-level administrative support with a strong focus on strategic calendar management, scheduling coordination, and organizational support that includes information management, and supporting the preparation of meetings, presentations, and overall organization. In addition, event planning should be a passion for this individual, supporting the Executive's off-site meetings and planning sessions.As an acting extension of the Executive, the ideal candidate will be responsible for establishing and maintaining adequate internal and external working relationships.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Provide high-level administrative and operational support to the Environmental Health and Safety Leadership (EH&S) team for the Energy Business, ensuring smooth execution of day-to-day priorities and initiatives.
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the Executive and business partners.
• Act as a strategic business partner to the EH&S Leadership Team by anticipating needs, identifying priorities, and proactively resolving administrative and operational issues.
• Own advanced calendar management for EH&S Leadership Team SVP of EH&S, VP EH&S and Director Programs Processes and Compliance, coordinating complex, cross-functional meetings (Operations, HR, Finance, Technology, vendors, etc.), prioritizing meetings based on business impact, and resolving scheduling conflicts, securing resources, and ensuring seamless execution
• Lead strategic travel planning and logistics for EH&S Leadership Team, optimizing schedules, managing national itineraries, and ensuring seamless travel execution.
• Lead coordination of EHS team select workshops, working sessions, and leadership forums, including scheduling, logistics, attendee management, and real-time adjustments to ensure successful delivery.
• Prepare and reconcile additional expense reports and invoices for the EH&S Leadership Team, maintaining accuracy and adherence to company guidelines.
• Coordinate team activities and events, including internal and external meetings, offsites, vendor visits, team building events, and celebrations.
• Support mail distribution and handling (FedEx, UPS, USPS), ensuring timely and accurate routing of correspondence and packages.
• Serve as a responsive point of contact for the team, handling inquiries and routing requests with professionalism and urgency.
• Provide high-autonomy executive support, independently executing ad hoc requests across calendar management, communications, and logistics in a fast-paced environment.
• Support the preparation of presentations and materials, using AI tools as appropriate and ensuring clarity, consistency, and executive-ready quality.
• Assist with coordination of conferences and industry events, including logistics, materials preparation, and scheduling support.
• Complete ad hoc projects as assigned such as personal events and/or family needs.
• Work both autonomously and in collaboration with teammates, colleagues, and external contacts, including collaboration with nested EAs across the organization.
• Provide backup administrative support for other executives or executive assistants during planned and unplanned absences.
• Perform other duties as assigned.

EDUCATION AND WORK EXPERIENCE

• 5+ years of progressively responsible executive assistant experience supporting senior executives is required, (SVP, VP, C-suite preferred).
• Experience supporting multiple executives simultaneously in a fast-paced environment.
• Experience preparing executive-level presentations, reports, and communications.
• Experience handling confidential business and personnel information with discretion.
• Experience coordinating cross-functional projects and tracking deliverables.
• Experience managing budgets, expense reporting, purchase orders, and invoice processing.
• Experience working with vendors and external business partners.
• Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, Teams, OneNote)
• Strong proficiency with Zoom and Microsoft Teams.
• Experience using SharePoint and OneDrive.
• Experience with Adobe Acrobat (PDF editing).
• Experience with SAP, Oracle, Workday, or other procurement systems (if applicable).
• Familiarity with DocuSign or Adobe Sign.
• Comfortable learning new technology and AI-enabled productivity tools.
• Bachelor's degree from a four-year college or university preferred.

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