Executive Assistant

Position Overview Licensing, Permitting, Insurance

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.

Job Posted by ApplicantPro