Operations Coordinator/Executive Assistant

This role directly assists the Regional Principal and serves as a key liaison between Dowbuilt operational departments and the Region. This position requires the utmost professionalism: self-direction, anticipation, adaptability, clear communication and discretion.

Most importantly, this position drives a positive, high-performing office culture and skillfully supports external partner relationships. It is an essential component of the Operations Coordinator + Executive Assistant role to continuing longstanding company traditions and values for our current employees, while fostering a supportive and unique culture for this growing team.

This role functions as a trusted operational partner to the Regional Principal and proactively engages the appropriate department heads in Dowbuilt’s Seattle office for emerging operational needs.

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

• Support Regional Principal in managing schedule, priorities, action items, and appointments; ensure Regional Principal meets deadlines and commitments
• Prepare meeting materials such as agendas, information packages, follow-up items, and notes
• Administrative duties and projects for Regional Principal as needed
• Track business development activities and opportunities and keep key personnel updated on progress
• Support Regional Principal in relationship-building activities by proactively in providing regular and meaningful external partner experiences and care/service-oriented opportunities such as project tours, architect visits, client lunches, industry events, and gifts
• Book Regional Principal travel arrangements, including but not limited to flights, rental cars and accommodations/services, reservations, etc.
• Collect, code and submit receipts/invoices for expenses, reports and reimbursements
• Build social and work events that enhance cultural awareness, training and learning opportunities.
• Ensure our employees have the tools and necessities to create an optimal office working environment, in office or remote
• Manage the office space, including supply ordering, office vendor management, mail processing, conference room reservation management, and other tasks that maintain a functional office
• Recognize regional employee birthdays, milestone anniversaries, and other celebratory events
• Support communication and follow-up between regional field teams and operational departments

IT Team Support

• Serve as regional IT point person for initiatives, maintaining office IT products (e.g. printers), and other requests as needed
• Assist with basic IT issues/needs from employees; submit Assist tickets as appropriate on behalf of employees
• Work with IT help desk to ensure new office-based employees are set up with phone, docking station, monitors, etc. before their first day
• Maintain Regional training laptops
• Provide support to Project Teams that are setting up and running temporary site offices, as needed

Marketing Team Support

• Serve as regional Marketing point person for initiatives and other requests as needed
• Run regional Dowbuilt events and volunteering, working with National Marketing and Events Coordinator
• Coordinate local content for The Level and all company meetings
• Maintain regional client and partner contact information
• Coordinate local communications and staff meetings
• Request regional stationery and business cards
• Support employee’s access to branded items, including apparel, jobsite signage, and office signage
• Assist local principal with promotional initiatives, architect dinners, coordination of jobsite events
• Ensure activities are Dowbuilt brand appropriate by working with Marketing team
• Client and vendor gift support, including the annual New Years gift

HR Team Support

• Serve as regional HR point person for initiatives and other requests as needed
• Partner with the Employee Development Manager to ensure a smooth and consistent onboarding and orientation experience for regional new hires
• Complete I-9 verification for field and office hires across region, as needed
• Provide employee separation process support, as needed
• Schedule pre-employment drug screens with local providers and coordinate details with new hires, as needed
• Support communication and follow-up for employees with HR needs, directing to appropriate HR Team member, and showing employees where HR information is posted
• Monitor and follow up with regional team members on outstanding HR training requirement
• Help identify and participate in local recruiting and industry events to increase brand awareness and recruiting success, as needed

Safety Team Support

• Serve as regional Safety point person for initiatives and other requests as needed
• Monitor and follow up with regional team members on outstanding Safety training requirements, such as OSHA, First Aid/CPR
• Process regional safety documentation in timely and appropriate manner
• Acquire regional safety materials locally as directed by Safety Team
• Support employees with Safety needs, directing to appropriate Safety Team member, and showing employees where Safety information is posted

Accounting Team Support

• Serve as regional accounting point person for initiatives and other requests as needed
• Train and assist employees with expense reimbursement in hh2, as needed
• Approve regional administrative invoices and monitor regional administrative budgets (administrative, employee event, community giving)
• Responsibly manage regional field checks, as needed

Construction Division Team Support

• Serve as regional Construction Team point person for initiatives and other requests as needed
• Support regional vehicles and equipment, as needed

TRAVEL: Regional travel is required, 10% -30% of time. Travel to other Dowbuilt locations and Seattle headquarters may also be required. Access to a personal vehicle required

WHAT YOU NEED TO SUCCEED

To be successful as a Dowbuilt Operations Coordinator/Executive Assistant, 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.
• Ability to manage stress and maintain composure in challenging situations
• Enthusiasm for fostering inclusive work environment, leading diverse teams, and a commitment to increasing equity for all employees
• Strong organizational and time management skills

ESSENTIAL FUNCTIONS

• Ability to work effectively from office, home, or jobsite
• Ability to work between the hours of 8 am and 4:30 pm MST and flexibility to work beyond these hours as needed.
• Must be able to travel up to once per month for recruiting, internal, and industry events
• Must be highly proficient in basic technology including MS Office Suite
• Demonstrate discretion and treat all proprietary company information as strictly confidential outside, and in some cases within, the company
• Self-directing, ability to work autonomously
• Must comply with Dowbuilt’s drug and alcohol policy
• Must pass a criminal background check and pre-employment drug screen

• 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.