Executive Assistant

Executive Assistant Job Title: Executive Assistant Reports to: Executive Director Location: Estero, Florida Salary Range: $50,000-$55,000 Position Summary The Executive Assistant & Office Manager provides comprehensive administrative, operational, and office management support to SWFL Inc.'s leadership team. This position serves as a central coordination point for executive operations, office administration, vendor relationships, accounts payable processing, and organizational efficiency. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining professionalism and confidentiality. Key Responsibilities Executive & Leadership Team Support Provide administrative support to the President & CEO and senior leadership team. Manage calendars, meetings, travel arrangements, and scheduling coordination. Prepare meeting agendas, reports, presentations, and correspondence. Coordinate leadership meetings, retreats, and strategic planning sessions. Track action items, deadlines, and organizational priorities. Serve as a liaison between leadership, board members, investors, members, and community partners. Maintain confidential files, records, and executive communications. Office Management & Administration Oversee daily office operations and ensure a professional, organized workplace. Manage office supplies, inventory, equipment, and vendor relationships. Coordinate facility maintenance, repairs, and service providers. Maintain office technology, copiers, phones, conference room equipment, and related systems. Assist with onboarding logistics for new employees, including workspace setup and equipment coordination. Maintain organizational records, contracts, and administrative documentation. Accounts Payable & Financial Administration Process accounts payable invoices and ensure timely vendor payments. Review invoices for accuracy and proper approvals. Maintain vendor files and supporting documentation. Assist with expense reports, reimbursements, and credit card reconciliations. Coordinate with the organization's bookkeeper and finance team on payment schedules and reporting requirements. Track recurring expenses, contracts, subscriptions, and service agreements. Vendor & Member Support Serve as the primary point of contact for office vendors and service providers. Coordinate vendor contracts, renewals, and service agreements. Support member inquiries and direct requests to appropriate staff. Assist with event registration support and member engagement activities as needed. Board & Governance Support Coordinate Board of Directors and Executive meetings. Prepare board packets, agendas, minutes, and meeting materials. Maintain board records and governance documentation. Support board communications and follow-up activities. Qualifications 1-3 years of executive support, office management, or administrative leadership experience. Experience in processing accounts payable and managing vendor relationships. Strong organizational and project management skills. Exceptional written and verbal communication abilities. Proficiency with Microsoft Office, CRM systems, accounting software, and cloud-based collaboration tools. Ability to handle confidential information with discretion. Strong attention to detail and ability to manage multiple priorities independently. Must be able to crack a few jokes. Preferred Characteristics Highly professional and service-oriented. Proactive problem solver who anticipates organizational needs. Comfortable working with executives, board members, elected officials, and business leaders. Strong sense of ownership and accountability. Ability to thrive in a fast-paced, mission-driven environment. #J-18808-Ljbffr