We’re hiring a Operations Coordinator/Executive Assistant to provide regional-focused support designed to improve operational administrative coordination, strengthen communication and organization across the region, and create bandwidth capacity for the Regional Principal. 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:
Regional Principal Support 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…