Executive Administrative Assistant

Description

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

Requirements

• Minimum 5 years of executive administrative and business administration experience 
• Previous experience supporting C-suite or Executive Leadership 
• Experience directly supporting executives or senior leadership 
• Strong experience managing multiple administrative responsibilities simultaneously 
• Excellent organizational skills and attention to detail 
• Strong written and verbal communication skills 
• Ability to manage calendars, meetings, travel, documents, and business deadlines 
• Experience maintaining contracts, leases, vendor records, business documents, or similar administrative records strongly preferred 
• Ability to independently track projects and follow up until completion 
• Strong judgment and ability to determine when matters require executive attention 
• High level of discretion when handling confidential information 
• Ability to communicate professionally with executives, employees, vendors, landlords, and outside business partners 
• Strong problem-solving and research skills 
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint 
• Ability to learn new systems and technology quickly 
• High school diploma or equivalent required 
• Bachelor’s degree in Business Administration or a related field preferred 
• Ability to work full-time on-site in Oakland Park, Florida 

Preferred Qualifications

• Business administration or office management experience 
• Experience administering or tracking commercial leases 
• Experience with contracts, renewals, vendor agreements, or property documentation 
• Experience supporting multiple business locations or legal entities 
• Experience coordinating executive travel and complex calendars 
• Experience with invoice processing, expense reporting, purchasing, or basic bookkeeping 
• Experience maintaining business records and deadline/renewal tracking 
• Experience supporting special projects involving multiple departments or outside parties 

What Success Looks Like

You are someone Executive Leadership can hand an administrative matter to and trust that it will be handled.

That means:

• Executive calendars and priorities remain organized 
• Leases, contracts, and important business records are properly maintained 
• Renewal and expiration dates don't get missed 
• Vendors and outside parties receive timely follow-up 
• Travel and meetings are coordinated accurately 
• Documents and approvals continue moving 
• Executives receive the information they need without having to chase it down 
• Special projects remain organized and on schedule 
• Confidential information is handled appropriately 
• Outstanding items are followed through to completion 

Why Join Outdoor Network?

• Work directly with Executive Leadership 
• Take ownership of meaningful business administration responsibilities 
• Gain exposure to multiple departments and areas of the organization 
• Support a growing, multi-location business 
• Medical, dental, and vision insurance 
• Life insurance 
• 401(k) with company match 
• Paid time off 
• Paid holidays 
• Employee discounts 
• Opportunities for professional growth and advancement 

Join Our Team

If you are an experienced administrative professional who enjoys organizing the moving pieces of a business, this position offers significantly more responsibility than a traditional Executive Assistant role.

We are looking for someone who can support our executives while also taking ownership of leases, records, vendors, contracts, deadlines, and administrative projects that help keep the organization running smoothly.