Executive Assistant

Position Overview

Samuel EPC is seeking a highly organized and proactive Executive Assistant with specialized responsibility for managing our construction licensing and permitting activities. This role will serve as a critical support function to ensure all projects comply with city, county, and state regulations. The ideal candidate will thrive in a detail-oriented environment, manage multiple deadlines, and communicate effectively with internal teams, external agencies, and regulatory authorities.

Key Responsibilities

Licensing Management

• Research and maintain knowledge of state and municipal construction licensing requirements.
• Prepare, submit, and track license applications, renewals, and updates to ensure compliance.
• Maintain accurate records of all licensing documents, expiration dates, and status updates.
• Serve as the primary point of contact with state licensing boards and other regulatory entities.

Permitting Oversight

• Research and identify permitting requirements for each new project based on city and county regulations.
• Prepare and submit construction permit applications, including collecting required documentation.
• Track progress of applications, proactively follow up with agencies, and resolve outstanding issues.
• Maintain organized records of all permits, approvals, and conditions of approval.
• Maintain a permitting calendar to ensure all projects are initiated and completed in compliance with deadlines.
• Liaise with project managers, engineers, and city/county officials to resolve permitting issues promptly.

Support

• Provide support with scheduling, corresponding, and project coordination.
• Draft, review, and manage documentation related to regulatory compliance.
• Coordinate communication between project managers and regulatory authorities.
• Assist with internal reporting and provide regular updates to leadership on licensing and permitting status.

Administrative & Executive Support

• Provide executive-level administrative support, including scheduling, correspondence, and record management.
• Maintain digital and physical filing systems related to licenses, permits, and compliance documentation.
• Assist in preparing reports, presentations, and compliance summaries for leadership.
• Coordinate with internal departments to gather necessary documentation for licensing and permitting processes.
• Handle confidential information with discretion and professionalism.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Construction Management, or related field preferred.
• 3 years of administrative or compliance experience, preferably within the construction industry.
• Strong knowledge of municipal and state licensing/permitting processes.
• Exceptional organizational and time management skills with the ability to manage multiple deadlines.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite or equivalent tools.
• Ability to work independently and take initiative in resolving issues.
• High level of attention to detail and accuracy in documentation.

Preferred Attributes

• Experience working with municipal or state permitting departments.
• Familiarity with the construction project lifecycle.
• High attention to detail and accuracy.
• Ability to handle sensitive and confidential information with discretion.