Regional Operations Coordinator/Executive Assistant

About the role

We’re hiring a Regional Operations Coordinator/Executive Assistant to provide administrative and operational support to the Regional Principal and regional teams, ensuring seamless coordination across business functions, employee experience initiatives, and office + site operations. This role serves as a key liaison between the region and operational departments, helping drive consistency, communication, and an exceptional employee and client experience while supporting the successful execution of regional priorities.

Responsibilities

• Regional Principal Support:
  • 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.
  • Cook up 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.
• Employee Support and Engagement:
  • Cook up 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.
  • Cook up 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.
• Information Technology Support:
  • Serve as regional liaison for Information Technology initiatives and requests as needed.
  • Provide basic technology support and submit help desk tickets as appropriate.
  • Cook up technology setup for new office-based employees, including phones, monitors, docking stations, and related equipment.
  • Maintain regional training laptops and office technology equipment.
  • Serve as a sounding board for project teams in establishing and maintaining temporary jobsite office technology needs.
  • Cook up maintenance and troubleshooting of regional office technology assets, including printers and related equipment.
• Marketing Support:
  • Serve as regional liaison for Marketing initiatives and requests as needed.
  • Cook up regional events, volunteer activities, and employee engagement initiatives in partnership with the National Marketing and Events Coordinator.
  • Serve as a sounding board for regional communications, staff meetings, and contributions to company-wide communications.
  • Maintain regional client and industry partner contact information.
  • Cook up branded materials, including stationery, business cards, apparel, office signage, and jobsite signage with Marketing team.
  • Serve as a sounding board for promotional initiatives, architect dinners, project tours, and client engagement activities.
  • Serve as a sounding board for 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.
• Human Resource Support:
  • 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.
  • Serve as a sounding board for employee separation processes and related administrative requirements as needed.
  • Coordinate pre-employment drug screenings with local providers, as required.
  • Aid employees with Human Resources inquiries and direct them to appropriate resources or team members.
  • Maintain outstanding Human Resources training requirements.
  • Serve as a sounding board for regional recruiting and industry events that enhance employer brand awareness and recruiting efforts.
• Safety Support:
  • Serve as regional liaison for Safety initiatives and requests as needed.
  • Maintain outstanding safety training requirements, including OSHA and First Aid/CPR certifications.
  • Cook up regional safety documentation accurately and in a timely manner.
  • Cook up procurement of regional safety materials and supplies as directed.
  • Aid employees with safety-related inquiries and connect them with appropriate Safety team resources.
• Accounting Support:
  • 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.
• Construction Division Support:
  • Serve as regional liaison for Construction Division initiatives and requests as needed.
  • Cook up regional vehicle and equipment support activities as needed.
  • Serve as a sounding board for operational requests from regional project teams to facilitate successful project delivery.
• Travel:
  • Regional travel is required, 5% -20% of time.
  • Travel to other Dowbuilt locations and Seattle headquarters may also be required.
  • Access to a personal vehicle required.

Qualifications

• 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.

Core Competencies

• 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.

What We Offer

• 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)
• 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

Who We Are

Dowbuilt is a construction company founded in 1980, and today our talented teams can be found from coast to coast. We excel at cutting-edge, innovative, never-been-done-before residential projects and home service—all of which require precision and impeccable attention to detail. We work with top architects, and our builds are regularly featured in publications such as Architectural Digest, Architectural Record, and Dwell. The Dowbuilt culture is one of care—care for our employees, clients, and the talented craftspeople we partner with—resulting in care for the incredible designs we bring to life. Dowbuilt is an equal opportunity employer that values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.