Executive Administrative Assistant (Full Time) - World Equestrian Center Ocala, FL

Job Description

Job Description

Job Summary:

The Executive Administrative Assistant - HR & Finance provides high-level administrative support to leadership within the Finance and Human Resources departments. This dynamic role acts as a primary liaison between both functions, handling confidential operations across employee onboarding, candidate logistics, and weekly payroll administration. The ideal candidate exhibits exceptional organizational skills, maintains extreme confidentiality, and manages multi-department workflows in a fast-paced environment.

Primary Responsibilities:

• Manage complex executive calendars, schedule multi-department meetings, and coordinate internal and external communications for HR and Finance leadership.

• Coordinate comprehensive travel logistics for executive candidates, including booking flights, arranging lodging at the resort, and scheduling interview panels.

• Support the biweekly payroll processing cycle by reviewing UKG timekeeping records, tracking missing manager approvals, and managing initial payroll queries.

• Facilitate the new hire onboarding process by preparing digital orientation materials, tracking background checks, and setting up initial system access profiles.

• Act as a point of contact for executive-level candidates during their on-site visits, ensuring a seamless hospitality and interview experience.

• Draft, proofread, and distribute official internal communications, financial reports, HR announcements, and policy updates.

• Prepare and process department expense reports, purchase orders, and vendor invoices accurately within NetSuite.

• Maintain highly secure, organized physical and electronic employee files, payroll records, and financial disclosures in compliance with company policies.

• Assist with month-end close schedules, HR audits, and compliance tracking by compiling required verification records and schedules.

• Complete data entry tasks in UKG and NetSuite to log personnel adjustments, department allocations, and operational expenses.

• Prepare presentation decks, spreadsheets, and meeting minutes for executive leadership reviews.

• Support special cross-department projects and perform additional job-related duties as assigned by management.

• This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position. Associates will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Physical Requirements:

• Ability to sit at a desk and work on a computer for extended periods (up to 8 hours per day).

• Occasional standing, walking, bending, reaching, and lifting up to 25 pounds.

• Frequent use of hands and fingers for typing, filing, and handling paperwork.

• Visual acuity required for reviewing complex financial reports and computer screens.

• Ability to communicate clearly with team members and other internal departments.

Qualifications, Education, Experience, Skills, and Abilities:

• Associate degree or Bachelor’s degree in Business Administration, Human Resources, Finance, or related field preferred; equivalent professional experience may be considered.

• 3–5 years of proven experience as an executive assistant, administrative assistant, or dual HR/Finance support role preferred.

• Hands-on proficiency with UKG (or equivalent HRIS/timekeeping software) and NetSuite (or equivalent ERP/accounting systems) preferred.

• High level of proficiency with Microsoft Office, specifically Word, PowerPoint, and Excel.

• Advanced organizational and time-management skills with a proven track record of managing competing priorities.

• Exceptional written and verbal communication skills tailored for interacting with executive candidates and internal leadership.

• Strong problem-solving abilities and a proactive approach to handling logistical challenges.

• Complete commitment to data privacy, keeping strict confidentiality metrics, and protecting sensitive personnel data.

The World Equestrian Center is managed by Columbus Hospitality Management , a company committed to providing quality service and memorable guest experiences in a positive and welcoming work environment. We are focused on supporting the needs of our team through our commitment to the family/work life balance and by providing development opportunities., a company committed to providing quality service and memorable guest experiences in a positive and welcoming work environment. We are focused on supporting the needs of our team through our commitment to the family/work life balance and by providing development opportunities.

Our total compensation package includes medical, dental, vision, paid life insurance policy, 401K, Paid Time Off, dining & travel discounts, special offers from our business partners, discount programs, and so much more.

We are proud to be a Drug Free Workplace/EOE. All applicants will be required to submit to a background check prior to employment.