Find & Apply For Executive Assistant Jobs in Wilton Manors, Florida

Job Description Help for Job Description. Opens a new window. Executive Support Meets Business Administration Outdoor Network is seeking an experienced Executive Administrative Assistant to provide high-level administrative and business support to our Executive Leadership team. This is a broader role than a traditional Executive Assistant. In addition to managing executive schedules, meetings, travel, and correspondence, this position will help coordinate important business administrative functions including leases, property and facility documentation, contracts, vendor relationships, records, renewals, and special projects across the organization. The ideal candidate is highly organized, resourceful, professional, and comfortable taking ownership of administrative matters from start to finish. You should be someone who can receive a request, determine what needs to happen, coordinate with the appropriate people, track deadlines, maintain the documentation, and make sure the matter gets completed. This position will work closely with executives and other departments across a growing, multi-location organization and will regularly handle confidential and sensitive business information. What You'll Do Executive Support

• Provide high-level administrative support to members of the Executive Leadership team
• Manage calendars, appointments, meetings, deadlines, and scheduling priorities
• Coordinate internal and external meetings involving executives, department leaders, vendors, and business partners
• Prepare agendas, reports, presentations, correspondence, and supporting materials
• Attend meetings as needed, take notes, document action items, and coordinate follow-up
• Help executives track priorities, commitments, deadlines, and outstanding items
• Handle confidential business and employee information with discretion
• Anticipate administrative needs and proactively help keep priorities moving Business Administration
• Provide administrative support for ongoing business operations and executive initiatives
• Maintain organized records for agreements, contracts, leases, vendors, properties, and other important business matters
• Track important dates, renewals, expirations, notices, and administrative deadlines
• Coordinate documentation and follow-up between executives, internal departments, vendors, landlords, property managers, and other outside parties
• Assist with gathering information, preparing documents, obtaining approvals, and maintaining completed records
• Maintain trackers, spreadsheets, reports, and other tools used to manage administrative projects
• Research information and compile supporting materials for leadership as requested
• Help coordinate administrative requirements across multiple company locations
• Take ownership of assigned administrative projects and follow them through completion Lease, Property & Facility Administration
• Assist with the administration and organization of company leases and property-related documentation
• Maintain lease files and supporting records for company locations
• Track lease terms, renewal dates, expiration dates, notice periods, amendments, and other important milestones
• Coordinate requested documentation with landlords, property managers, executives, and internal departments
• Assist with lease renewals, amendments, certificates, notices, and other administrative requirements
• Maintain organized records related to company facilities and properties
• Help coordinate administrative matters involving new, existing, or changing company locations
• Follow up on property or facility-related requests and ensure appropriate internal parties remain informed Contracts, Vendors & Business Records
• Maintain organized files for contracts, service agreements, vendor documentation, and other business records
• Track contract dates, renewals, expirations, and required follow-up
• Coordinate signatures, approvals, and supporting documentation
• Communicate with vendors and service providers regarding administrative matters
• Assist with vendor setup, documentation, invoices, and recordkeeping as assigned
• Maintain accurate electronic and physical business records
• Help ensure important documents are easily accessible and properly organized Travel & Meeting Coordination
• Coordinate executive travel, including flights, hotels, transportation, and detailed itineraries
• Manage travel changes and scheduling adjustments
• Coordinate meetings across executives, departments, locations, and outside organizations
• Reserve meeting spaces and coordinate necessary materials or logistics
• Assist with company meetings, leadership events, and other executive functions Communication & Correspondence
• Draft professional emails, letters, memos, reports, and other business correspondence
• Review incoming communications and identify matters requiring executive attention
• Route information to the appropriate executive, department, or business leader
• Communicate professionally with employees, vendors, landlords, business partners, customers, and other external contacts
• Serve as a professional point of contact on behalf of Executive Leadership when appropriate
• Maintain appropriate confidentiality when handling sensitive communications Financial & Administrative Coordination
• Assist with invoices, expense reports, purchasing documentation, and other basic financial administration
• Organize supporting documentation for expenses and business transactions
• Coordinate with Accounting and other departments when administrative documentation or approvals are required
• Maintain spreadsheets and reports used to track expenses, projects, vendors, leases, or other business activities
• Assist with basic bookkeeping and reconciliation-related administrative tasks as assigned Special Projects
• Support Executive Leadership with special projects and company initiatives
• Coordinate information and follow-up across multiple departments
• Research vendors, services, properties, or other business needs as requested
• Help organize projects involving multiple deadlines and stakeholders
• Maintain project trackers and provide status updates
• Identify outstanding items and proactively follow up with the appropriate parties
• Take on additional business administration responsibilities as organizational needs develop