Regional Operations Coordinator/Executive Assistant

WHAT YOU’LL DO
As a Regional Operations Coordinator/Executive Assistant, you’ll be responsible for:

• Manage the Regional Principal's schedule, priorities, appointments, and action items to ensure 
• commitments and deadlines are met as directed. 
• Prepare meeting agendas, materials, notes, and follow-up action items. 
• Provide administrative support and complete special projects as assigned. 
• Track business development opportunities and communicate progress updates to key stakeholders as needed. 
• Coordinate client and industry relationship-building activities, including project tours, architect visits, client lunches, industry events, and gifting initiatives. 
• Arrange business travel, accommodations, transportation, and reservations for the Regional Principal. 
• Collect, code, and submit expenses, invoices, and reimbursement documentation in a timely and accurate manner

• Coordinate employee engagement activities, social events, and learning opportunities that strengthen regional culture and connection. 
• Ensure employees have the tools and resources necessary to work effectively in office and remote environments. 
• Coordinate recognition efforts for employee birthdays, service anniversaries, and other milestones celebrations. 
• Support communication and follow-up between regional field teams and operational departments to facilitate timely issue resolution and information sharing

• Serve as regional liaison for Information Technology initiatives and requests as needed. 
• Provide basic technology support and submit help desk tickets as appropriate. 
• Coordinate technology setup for new office-based employees, including phones, monitors, docking 
• stations, and related equipment. 
• Maintain regional training laptops and office technology equipment. 
• Support project teams in establishing and maintaining temporary jobsite office technology needs. 
• Coordinate maintenance and troubleshooting of regional office technology assets, including printers and related equipment

• Serve as regional liaison for Marketing initiatives and requests as needed. 
• Coordinate regional events, volunteer activities, and employee engagement initiatives in partnership with the National Marketing and Events Coordinator. 
• Support regional communications, staff meetings, and contributions to company-wide communications. 
• Maintain regional client and industry partner contact information. 
• Coordinate branded materials, including stationery, business cards, apparel, office signage, and jobsite signage with Marketing team. 
• Support promotional initiatives, architect dinners, project tours, and client engagement activities. 
• Support client and vendor gifting initiatives, including annual holiday gifting programs. 
• Partner with the Marketing team to ensure all regional activities align with company brand standards and messaging

• Serve as regional liaison for Human Resources initiatives and requests as needed. 
• Partner with the Employee Development Manager to support new hire onboarding and orientation  activities. 
• Complete I-9 employment verification requirements for regional hires, as needed. 
• Support employee separation processes and related administrative requirements as needed. 
• Coordinate pre-employment drug screenings with local providers, as required. 
• Assist employees with Human Resources inquiries and direct them to appropriate resources or team members. 
• Monitor and communicate outstanding Human Resources training requirements. 
• Support regional recruiting and industry events that enhance employer brand awareness and recruiting efforts

• Serve as regional liaison for Safety initiatives and requests as needed. 
• Monitor and communicate outstanding safety training requirements, including OSHA and First Aid/CPR certifications 
• Process regional safety documentation accurately and in a timely manner. 
• Coordinate the procurement of regional safety materials and supplies as directed. 
• Assist employees with safety-related inquiries and connect them with appropriate Safety team resources

• Serve as regional liaison for Accounting initiatives and requests as needed. 
• Train and assist employees with expense reimbursement processes and systems. 
• Review and approve regional administrative invoices within established authority levels. 
• Monitor regional administrative budgets, including employee events, office supply, and community giving expenses. 
• Manage regional field checks and related documentation in accordance with company procedures

• Serve as regional liaison for Construction Division initiatives and requests as needed. 
• Coordinate regional vehicle and equipment support activities as needed. 
• Support operational requests from regional project teams to facilitate successful project delivery

WHAT YOU NEED TO SUCCEED

To be successful as a Dowbuilt [job title], you’ll need:

•  Minimum of three (3) years of experience in office management, administrative support, executive  assistance, or a related role. 
• Bachelor's degree in Business Administration, Human Resources, or a related field, or an equivalent combination of education and professional experience. 
• Bilingual English/Spanish is preferred. 
• Proficiency in Microsoft Office Suite required; experience with Smartsheet strongly preferred. 
• Experience using web-based collaboration and business tools, such as Smartsheet, Slack, and Egnyte. 
• Strong technical aptitude and the ability to quickly learn and adapt to new technologies and systems.

• Excellent organizational, time management, and prioritization skills, with the ability to manage multiple responsibilities in a fast-paced environment. 
• Strong problem-solving and critical thinking skills, with sound business judgment and a proactive, solutions-oriented approach. 
• Exceptional written and verbal communication skills that are clear, concise, professional, and adaptable to a variety of audiences and situations. 
• High level of integrity, discretion, and professionalism when handling sensitive and confidential information. 
• Ability to build and maintain effective working relationships with employees, leaders, vendors, and external partners. 
• Demonstrated emotional intelligence, active listening skills, and a collaborative mindset, including knowing when to seek assistance and escalate issues appropriately. 
• Flexible, resourceful, and adaptable, with the ability to shift priorities and maintain composure in changing or challenging situations. 
• Dependable, self-motivated, and accountable, with strong attention to detail and follow-through. 
• Commitment to fostering an inclusive and respectful workplace and contributing positively to team culture.

• Competitive pay commensurate with skills and experience
• 100% paid medical, dental, vision, and $50,000 in basic life insurance for full-time employees (35% medical coverage for dependents), first of the month following DOH
• 401(k) retirement savings plan with employer profit sharing contribution
• Company-paid short-term disability policy for all full-time employees
• 8 paid holidays each year, no waiting period
• Paid Time-Off (PTO)
• Mentorship and career development opportunities
• Annual discretionary bonus
• Opportunities for travel, if desired

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